Administrative Assistant

Treasury & cash follow up To do daily physical inventory of the safe and cash box, and report any discrepancies to superior To manage the safe and the petty cash To regularly got to go the bank to take money To do and follow up the pay-outs and advances, within established guidelines To prepare and validate any checks done at base level To translate all invoices into English To monitor due dates for payments of contracts To check the payment request sent by the programs (cash for rent, self-aid etc..) To guarantee security of the cash and confidentiality of information   Finance & Accounting management To check, before recording any entry, that the invoices are compliant with PU-AMI regulations and procedures To record all expenses in the excel sheet on a daily basis, and to properly fill in the information needed (date, accounting code, project, budget code etc…) To participate in the consolidation of budget follow ups and cash forecasts at base level To prepare monthly closing, revision and integrity of accounts for the base To issue vouchers, and to properly archive the invoices and Saga voutchers in dedicated files To collect all invoices exempted from the VAT and to do a quarterly report Administrative management & Follow up To prepare and/or gather supporting documents related to each local staff contract : PU-AMI card, ID and driving license copies, blood type justification, certificates; To help preparing local staff contracts (new recruitements, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions; To forward updates, regarding all expatriate and local staff and their contract terms (dates, position, monthly allowance); To keep track of the days off for the national staff and to make sure the process is respected; To follow the evaluation/appraisals deadlines and inform the managers accordingly; To record the minutes of meetings when asked by superiors; To manage the housekeeping staff;   Recruitment policy To ensure that the recruitment policy is implemented and respected To ensure that all the recruitement document (selection  grid, comparative table, technical tests) are available in all the files; To assist the Admin, HR & Finance Manager in the recruitments and help holding interviews when needed; To file and archive the resume received on the email adress for each department; To prepare the integration of any new employee (contract, email, document to bring etc..);  Payment To prepare the pay roll at the end of each month To prepare the expatriates per diem at the beginning of each month To help in the calculation and payment of NSSF (social security) and income taxes via Ministry of Finance (monthly and yearly) as well as all other annual declarations to Ministry of Finance To update the Salary database every time a change arise