Admin and HR Assistant

• Assist Finance and HR Manager to make sure that all Admin FLAT procedures are implemented and followed regularly;
• In charge of contract making and / or renewal as and when requested by Finance & HR;
• Assist Finance and HR Manager for preparing all administrative letters.

• Assist Finance and HR Manager in filing physically and electronically all administration and HR files in the base and sending them to capital office;
• Prepare vacancy announcements for recruitment of national staff and circulate through relevant channels;
• If requested by the Finance and HR Manager, take part in interviewing candidates;
• Inform candidates about the result of interviews and follow up hiring of successful candidates;
• Check references of candidates;
• Keep updated the Staff Data file;
• Collect attendance sheets, leave request and timesheets forms and other required forms from the sub offices monthly;
• Provide technical support to all staff as per need basis to fill-up and manage timesheet;
• Receive all signed Attendance and Timesheet, ensuring proper information;
• Assist Finance & HR in filing, storage and sending attendance sheets, leave request and timesheets forms and other required forms in the capital office;
• Assist Finance & HR in scanning and storing of personal files and other HR data.

• Update financial spreadsheets with daily transactions;
• Record accounts payable and accounts receivable in Excel, AS 7;
• Process invoices and follow up with Logistics department, suppliers and partners as needed;
• Provide administrative support during budget preparation;
• File the invoices of the mission;
• Ensure adherence with ACTED and donor policies, tools, handbooks and guidelines;
• Prepare and develop status reports as required by management.

• Process procurement files ensuring clear and detailed supporting documents are prepared and authorized in-line with ACTED procurement processes;
• Work with purchase requesters to ensure that selection criteria are agreed at the start of the procurement process and that clear selection criteria are included in all Requests;
• Ensure that a transparent method for supplier selection is used and documented for all purchases;
• Track current procurements and update them as per the Procurement Tracker Sheet and forward them to the line manager;
• Manage Office stock and ensure that all items are received, dispatched, and stored properly. Stock cards are accurately done, and monthly stock reports are produced/shared;
• Ensure all ACTED assets/premises are in good condition and monitor maintenance/repairs if required;
• Assist the Logistic Officer in maintaining current up to date Procurement documents and Manuals;
• Provide purchased materials to the responsible receiving office and do all actions for completing the process, do field visits and communicate directly with suppliers (Technical checks, reception, etc.);
• Organize and help in loading and offloading of goods, Prepare Stock Reception Forms;
• Perform other tasks as assigned from the Logistics and Finance department.

• University degree preferably in Logistics, Finance, or related fields;
• At least 2 years of admin, finance or logistics and procurement work experience;
• PC proficiency (Outlook, MS Office);
• Excellent in Armenian, fluency in English will be viewed as an advantage;
• Extremely determined and willing to be involved in the mission;
• Attention to details and ability to remain calm under pressure;
• Ability to plan own tasks, and excellent time management skills;
• Experience/ understanding of logistical processes, procedures and reporting of international donors is preferred;
• Teamworking skills: good interpersonal skills and ability to establish and maintain effective working relations with people in multi-cultural, multi-ethnic environments with sensitivity and respect for diversity.

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