GOAL is an international humanitarian agency established in 1977 and currently operational in 13 countries world-wide. GOAL has an annual budget of approximately €130m and is supported by a range of donors including the Irish Government, UK Government, USAID and the European Union.
GOAL has been operating in Haiti since the country was devastated by a major earthquake in January 2010. GOAL is transitioning to a much longer-term programming approach linking relief and recovery to development through an integrated community-led development programme approach. GOAL Haiti has developed a strong focus on urban development and building of resilience within urban communities. The EU has recently launched an urban development programme under the 11th FED: URBAYITI. This program aims at improving resilience, infrastructures and services of three communes in Haiti.

General Description of the Role and Objectives (description of the main facets of the role and objectives).

The Logistics, Administration and Finance Officer: will be responsible for administering the Logistics, Finance and Human Resources of the programme area. Provide adequate logistics functioning of the programme by taking in to consideration the logistics manual application. Guaranteeing proper administration and finance support of the programme by applying all corresponding policies. Responsible to ensure consistent HR support and practical implementation of all tools

Description of Functional Relation Ships of the role, if any.
The LAF Officer will be directly reporting to the Urban & Sociologist Program Senior Manager; however regarding technical functional issues she / he will be expected to have a functional relationship with the HO Logistics Manager, HR&Admin Manager, and Finance Manager for technical guidance and reporting functions. This role will be based in Jeremie to provide operations support to the Urbayiti and upcoming project

Key Duties/Task list

Key Logistics Duties :

• Ensure that Logistics manual are fully in place and responsible for its application
• To undertake local procurement as required according to GOAL procurement policies; to ensure adequate documentation is prepared for all GOAL Purchases
• To maintain a record of stocks in any GOAL stores and undertake monthly and quarterly stock checks and share reports with HO and CMAM field Coordinator.
• To control and manage all vehicles at Jeremie, to ensure that weekly safety checks are carried out, to ensure that programme staff plan for the week, to carry out fuel consumption checks and ensure that logbooks are correctly filled in.
• To control all assets belonging to Jeremie site, to manage the equipment and ensure that equipment is properly used.
• To undertake daily supervision of guards and cleaners
• To ensure that compound of Jeremie site is safe and secure and to GOAL standard.
• To assist programme team with transport and pre-positioning of supplies
• To obtain additional supplies for programme team from HO or through local small scale procurement
• To provide GOAL senior safety and security officer a regular update on the security situation when required
• Control and record project fixed assets, to manage the equipment and ensure that equipment is properly used and prepare asset reports to HO on monthly basis

Key Finance Duties :
• Maintain cashbooks and accounts records and ensure payments are allocated to the correct project and budget line
• Ensure all the necessary documentation is collected, checked and attached to payment vouchers for submission to Head Office
• Prepare monthly funds request in consultation with Head Office
• Coding of transactions for the project floats and make sure it is in line with project budget lines
• Prepare monthly expenditure report
• Maintain float and loan and advanced registers
• Ensure telephone and electricity bills are paid in time
• Guarantee that Donor compliance aspects are respected and all related documentation are well filed
• Ensure all Project, Logistic and Administration relevant documents are properly filed.

Key Admin & Human Resource Duties :

Recruitment and Placement
• Ensure that staffing requests are made according to the proper procedures; is based on the approved Job Requisition formats ,staffing plan (if any), JD is in accordance with HR organogram and salary scale and grade, open and competitive recruitment process unless specified otherwise.
• For local level recruitment, produce vacancy advert/document based on the required standards after getting vacancy number to each vacancy advertised from HO HR.
• Keep track of announcements; receive applications (both on hard and soft copies), shortlist based on the set requirements and in consultation with the hiring managers.
• Prepare interview/exam schedule and contact shortlisted candidate at least five days in advance.
• Arrange for written exam, interview and other selection processes in consultation with hiring managers. Participate in interview and other selection processes and ensure that the process is conducted in a fair way and is documented as per formats in the HR Manual.
• Handover the process to HO HR to complete the selection, obtain references etc


Leave Administration
• Maintain appropriate leave documents in your specific site for local and standard staff.
• Ensure that all supervisors submit leave plan of their staff annually and regularly (Quarterly) send out reminders for supervisors regarding status of annual leave in liaising with the HOHR.
• Every month ensure that similar information is maintained in HOHR, at field office and at the level (if any), make sure appropriate documents are presented for Sick Leave, Marriage, Emergency, Maternity, Paternity, Special, Exam leave, etc. as appropriate on time.
• Maintain up-to-date records of field staff leave entitlement, utilization both on hard and electronic database in your respective region.
• Track sick leave documents and update the spread sheet accordingly and inform to HOHR if a staff member presents a total of more than three sick leave days in a month for two or more months, for further action to be taken by HOHR.
• Keep custody of the Annual Leave Plan and Annual Leave Request forms box file appropriately.
• Compile and submit with completed information the hard and soft copy leave forms together with any supporting documents monthly along with timesheet to HOHR.

Payroll & Benefits Administration
• Request new staff members to open savings account book in the bank specified for monthly salary purpose and send this to HOHR timely.
• For all staff collect annual leave plan from immediate supervisor and submit to HO HR at the beginning of the fiscal year and follow up annual leave administration.
• Provide all documents necessary for payroll preparation to HOHR in charge of payroll until 12th day of the month to ensure new information are included in payroll for that month.
• For the pension system ask employees and they have to fill in pension profile form and collect supporting documents as indicated in the ‘Pension Checklist. Submit for only local employees the necessary documents to the local responsible private organisation employees social security agency in your respective site in addition to submitting the documents with the pension profile form to HOHR.
• For definite employees since there pension deposit and profile form submitted at the head office level ,follow up the submission of all the necessary documents required by the agency to HOHR


Time Sheet Administration
• Familiarize self to the Timesheet Administration System and follow up with strict compliance with standard and deadline.
• Receive the correct and final donor allocation from HO HR by the 11th day of the following month.
• Prepare timesheet according to the allocation figure and circulate for signature among staff members.
• If errors are identified the whole document double checking and verify if additional information is needed and correct it.
• Every month submit the signed timesheet documents to the Admin and finance officer (if any) or to HOHR.
• Upon departure check availability of timesheet documents with correct allocation and sign on clearance paper confirming the same.


Continuous Performance Appraisal
• Prepare a continues performance appraisal for staff under your supervision timely
• Send out notifications and reminders to immediate managers to conduct performance appraisals for their subordinates as per the HR manual.
• Arrange and provide periodical induction and orientations to staff members as well as supervisors on the Continuous Performance Process.
• Follow up on the implementation of the continuous performance appraisals process
• Forward to HOHR Manager to file all documents of the continuous performance appraisal to file in the Personnel File.
• Communicate timely to HOHR and his/her immediate supervisor for any gaps or outstanding performance.
Staff Termination
• Track expiry dates of contract of employments and ensure that proper notice of termination letters are issued to staff members as necessary, give special attention to those recruited on definite and temporary contract.
• Collect resignation letter from staff members and notify HOHR responsible for payroll, leave and benefit administration to take note and follow up.
• Ensure the departing staff member utilized any outstanding leave before last date of employment.
• Ensure copy of clearance paper is submitted and send the Clearance to HOHR for approval
• Ensure that termination payment is collected by ex-employee within seven days after completion of clearance.
• Upon collection of terminal payments liaise with the HO HR to issue certificate of work.
• Handover to the HO HR all termination related documents for file – resignation / notice of termination letters, exit interview, clearance sheet, copies of termination payment details (signed by employee), and signed copy certificate of work for temporary staff members.

Communication and Reporting
• Maintain good internal communications and relationship with departments and Field Sites and provide relevant information on time, as and when requested.
• Handling necessary HR related communications through email and telephone.
• Handle all staff related issues and correspondences in accordance to the HR manual and the Labour Law.
• On monthly based report to the HOHR as per the reporting format together with the necessary supporting documents.

Mainstreaming Issues
• Familiarize self, understand and implement according to area of responsibility, GOAL’s policies and procedures on mainstreaming of Gender, HIV/AIDS, Child protection and Accountability.
• Ensures gender and HIV/AIDS is effectively mainstreamed throughout the programme activities, work plans, budgets, reports, researches, analyses and where specifically relevant, analyzed in detail;
• Work on increasing the sensitivity and awareness of staff towards Gender, HIV/AIDS ,Child Protection and Accountability issues.


Key Other Duties :

• Perform any other related duties assigned by your immediate supervisor;
• Reporting mechanism will be for functioning and technical advices to Area Coordinator: the report to Logistics Manager; HR Manager; and Finance Manager on monthly basis

Compliance Issues
• Familiarize self to GOAL Donor Compliance issues and implement accordingly in area of responsibility.
• Understand the terms and conditions of each donor and comply with same

Requirements: (Educational Qualification and Experience)

• BA/Diploma in Accounting or related field with 1-3 years’ experience in Finance, Logistics or HR.

Key qualities, Skills and Competences: (list of qualities that are considered necessary for the specific post which are believed to be key to the success of the job holder in the specific post):

• Previous logistics, finance and HR/admin experienced with NGO’s or private field
• Has initiative; creativity and independent to perform the job properly
• Dynamic person
• Good communication skill both verbal and written in French – English an advantage
• Honesty and know how to manage problem resolutions
• Management skills of staff (subordinates)
• High level of accuracy, attention to detail.
• Ability to deliver task on deadline.
• Very good knowledge and application of MS-Office, especially Excel.
• Experience and knowledge of USAID/OFDA, ECHO, EHAF, Irish Aid, etc. fund management.
• Team oriented, flexible and creative approach; keen to take initiative where appropriate.
• Accountability & responsiveness within areas of responsibilities,

This Job Description only serves as a guide for the position available. GOAL reserves the right to change, revise, omit, add in part/in whole this document any time without giving any reason thereof..

CV, Lettre de Motivation, Attestations, Certificats, Diplomes, Carte d'identité...

hrhaiti@ht.goal.ie