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Administration and Finance Unit

Specific Duties and Responsibilities:

"Duties and Responsibilities:

1. Coordinate the development, execution and monitoring of Higher Education Council budgets (ordinary and development)

  • Participate in the development of key priorities/Action Plan of HEC;
  • Participate in the budget preparation process;
  • Participate in budget negotiation with MINECOFIN and development partners;
  • Coordinate the Preparation of annual, quarterly and monthly cash plans in collaboration with other units;
  • Monitor HEC budget execution;
  • Receive and check all invoices and requests and forward them for payment;
  • Verify and sign all payments;
  • Ensure timely preparation of periodic budget execution and financial statement reports;
  • Participate in budget revision process.

2. Coordinate staff recruitment and selection process.

  • Ensure the implementation of the recruitment policies and procedures;
  • Supervise and assess the process of recruitment from advertisement to selection of successful candidates;
  • Guide the orientations/induction of the appointed staff;
  • Lead the probation process.

3. Coordinate staff planning and Capacity development.

  • Plan capacity development of the institution employees;
  • Determine the resources of recruitment;
  • Organize training needs assessment for employees;
  • Supervise the elaboration of training plans;
  • Monitor the implementation of the approved training plans;
  • Supervise trainings impact assessment;

4. Coordinate performance management of HEC staff.

  • Supervise the preparation and signing of the performance contracts;
  • Monitor the implementation of the employees’ performance contracts and their appraisals;
  • Supervise the consolidation and submission the annual performance evaluation report of employees

5. Coordinate Staff remuneration and compensations

  • Supervise the preparation of the salary budget and other fringe benefits ;
  • Monitor the preparation of the salary payroll lists;
  • Receive, analyze, find or propose solutions to the employees ‘complaints regarding remunerations.

6. Ensure proper Labor relations

  • Advise the management and employees on compliance with public service laws and regulations in force;
  • Coordinate staff leave plan and implementation;
  • Monitor staff attendance, investigate causes for staff absence and recommend solutions;
  • Coordinate the provision of advice on health and safety in the workplace;
  • Advise the management on human resource and work related issues;
  • Organize the general staff meetings;
  • Manage staff complaints.

7. Supervise and coordinate the management of office material and assets

  • Review and approve the list of office material to be purchased;
  • Ensure the approval of office equipment’s by management;
  • Contribute to the procurement process related to tenders with operational nature;
  • Approve material requests from staff;
  • Ensure the preparation of monthly inventory report and monthly inventory review;
  • Ensure regular update and inventory of HEC assets register;

8. Coordinate and monitor activities of the unit

  • Organize unit regular meetings;
  • Ensure quality staff performance contract are prepared and co-signed;
  • Monitor the implementation of the unit employees’ performance contracts and their appraisals;
  • Prepare and submit the mid-term and annual performance evaluation report of unit staff;
  • Ensure coaching and knowledge transfer of staff;
  • Ensure proper orientation and induction of new unit staff;
  • Ensure -proper contract management for operational services;
  • Ensure preparation and submission of activity plans and periodic report;
  • Coordinate external and internal audit of the HEC;
  • Build and strengthen partnerships with MINECOFIN, MIFOTRA, RHA, service providers, and other potential partners.

9. Coordinate and supervise documentations and archives activities

  • Oversee the management and preservation of the HEC records and archives
  • Ensure the establishment of exploitation system of information and the use of data in the archive of HEC;
  • Oversee the management of HEC documentation library.

10. coordinate management of HEC software systems, and maintenance

  • Oversee proper functioning of HEC server;
  • Ensure proper management of ICT equipment’s
  • Supervise the administration of HEC website;
  • Ensure proper functioning of HEC software;
  • Ensure the security and proper functioning of HEC internet connection.

11. Contribute to resource mobilization to implement Plan/strategies

  • Guide the identification of financial gaps in the implementation of HEC plan/strategies;
  • Coordinate the preparation of the development project;
  • Review the development project and submit for approval;
  • Contribute in the implementation of the project and reporting ;

12. Supervise and coordinate activities of central secretariat

  • Supervise the reception, recording and distribution of all incoming and outgoing mails;
  • Supervise the establishment and maintenance of the general filing system and file all correspondences.
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