Administration Officer

Administration Tasks:

• Prepare payroll for employees and compile relevant taxes and contributions to be remitted to local authorities;
• Liaise with the government agencies (tax/labour authority etc.) and handle registration with local authorities;
• Draft contracts, amendments and support in preparing the monthly invoices for consultants;
• Update the personnel database (Hub drive);
• Review and validate timesheets and liaise with the Finance Officer for salary/fees allocations;
• Maintain vacation balances;
• Manage filing, archiving and security of contracts and of supporting documents for audit purposes;
• Prepare calculation for insurances (e.g. risk of war);
• Prepare calculations for the holiday accruals;
• Prepare on a monthly basis the Manual Journal Entry related to consultants;
• Provide internal control on timesheets and salary allocations;
• Act as focal point for expense claims: ensure expense claims (EC) are fully compliant with HD policy, assist in the preparation of EC when required, review and correct before final submission to Finance Officer;
• Collect signatures as per DoA and submit for payment;
• Prepare the IT requisition/leaving forms, collect IT equipment from leavers, ensure the fulfilment of IT needs for new comers and prepare entry and exit formalities;

Office management:

• Manage the office rental and other related services (e.g. insurance, cleaning);
• Manage stationery and office supplies including purchases;
• Monitor the purchasing and the Purchase Order lists;
• Maintain the inventory list;
• Other office management tasks as required.

• Other admin tasks as required.