Administrative Assistant

MISSION

Goal / Purpose:

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

ROLES AND RESPONSIBILITIES:

List of principal activities:

Administrative management of personnel:

• Welcome and participate in administrative briefing of new personnel
• Assist the administrator for the administrative management of recruitment and hiring
• Ensure archiving and monitoring of individual dossiers and deliver all documents relative to the professional life of Solidarités International employees
• Ensure the confidentiality of all HR datas
• Participate in the monitoring of work contracts on the base
• Collect payment details and integrate them into the Human resources management  software (Homère) or into data salary excel file.
• Issue pay slips and supervise payment of salaries after approval by the administrator
• Calculate taxes and duties and create pay records for the relevant organizations
• Keep an organization chart up to date for the base
• Assist the administrator in the organization and conduct of meetings with personnel representatives
• Participate in the application of policies relating to salaries and benefits for Solidarités International
• Monitor changes in the cost of living

Treasury / accounting / management

• Ensure the physical maintenance and safety of cash boxes
• Issue vouchers, ensure archiving of records
• Carry out pay-outs and advances, within established guidelines
• Verify, before recording, that records conform to regulations and procedures
• Translate accounting documents if necessary
• List liquidity needs in concert with the logistics
• Prepare monthly closing, revision and integrity of accounts for the base

Reporting / communication:

• Participate in supervision of regulations in effect
• Aid administrator or administrative coordinator in relations with administrative authorities

ORG CHART POSITION (reporting and functional relationships)

Line manager:  Administrator

Line report(s) on base: -

Functional manager: -

Functional report(s): -