PUI (Premiere Urgence Intenational)

Admin Assistant

Job Overview


Overall purpose

At his/her assigned base level, the Administrative assistant supports the Administrative Officer in the processing of accounting operations as well as all tasks relating to Human Resources


Responsibilities and scope of duties
  • Under the supervision of the Administrative Officer, the Administrative assistant contributes to the accounting management of the base, in compliance with donor and PUI procedures
  • He/she guarantees the accounting operations and cash management in the base
  • He/she guarantees a technical support to the admin staff of the bases about the accounting management


Specific goals and related activities
  1. Cash and accounting management in Ramadi
  • Ensure the cashbox management
  • Manage the monthly accounting in accordance with PUI procedures
  • Pay the invoices and advances after the validation of the Administrative manager
  • Update the financial movements in the cashbooks
  • Check daily the cashbook balance and the cash inventory
  • Prepare the monthly accounting closing
  • Translate accounting documents if necessary
  • Participate to the annual accounting closing with his/her administrative team and under the supervision of the Administrative Officer
  • Prepare the audits or possible inspections


  1. b) Providing a technical support
  • Control of the enforcement of cash payments and accounting rules on the base
  • Do the physical check of the hard copy accounting of the base and ensure that the procedure of hard copy accounting is respected


  1. c) Archiving
  • Consolidate the hard and soft copy accounting of the base
  • Guarantee the archiving of hard copy and digital accounting filing
  • Prepare and send to Coordination hard copy accounting of the base


  1. HR


  1. a) Recruitment support
  • Publish the announcement online and receive CVs.
  • Ensure that all the recruitment documents (selection grid, comparative table, technical tests) are available in all the files;
  • Assist the Admin Officer and Admin Manager in the recruitments and help holding interviews when needed;
  • File for each department the CVs received during recruitment process
  • Guarantee that procedures for recruitment are adhered to


  1. b) HR contractual follow up
  • Welcome and participate in administrative briefing of new national staff
  • Draw up administrative documents relating to employment contracts
  • Prepare and/or gather supporting documents related to each local staff contract: Première Urgence Internationale card, ID and driving license copies, blood type justification, certificates;
  • Prepare local staff contracts and agreements (new recruitments, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions
  • Inform new employees about internal regulations and PUI policies.
  • Collect attendances in a timely manner to prepare the monthly payroll
  • Participate to the preparation of the monthly payroll


  1. c) Archive
  • Ensure archiving and monitoring of individual folders and deliver all documents relative to the professional life of Première Urgence Internationale employees
  • Check dates of employment contracts and inform the Administration manager when they are due to expire
  • Ensure physical and IT archiving, as well as securing administrative document

Follow the date and prepare the external inspection (Ministry of Labour, Donors, etc)



Required knowledge and skills
EDUCATION / TRAINING ·         Bachelor in finance, business administration or similar area ·         Accounting certificate
PROFESSIONAL EXPERIENCE ·         Cashier experience

·         HR experience

·         Experience with NGOs
KNOWLEDGE AND SKILLS ·         Good calculate/count skills

·         Writing skills

·         Analytical skills

·         Ability to work in a multicultural environment

·         Ability to work in unstable circumstances


·         English

·         Arabic





·         Pack Office X
·         Saga

·         Excel



Required Personal Characteristics (fitting into team, suitability for the job and assignment/mission)
·         Rigorous

·         Well organized

·         Good relational capacities

·         Responsiveness

·         Team spirit

·         Ability to take initiative to deal with difficulties encountered in daily work and suggest improvement

·         Autonomy, neutrality

·         Able to manage stress and pressure

·         Motivation to work in the humanitarian sector

·         Good communication and diplomacy skills to manage relationship in potentially tense situations

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