Administrative Coordinator (Saida)

Responsibilities And Obligations:

HR & Administrative

• - Assist in the induction process of new recruits, volunteers and interns (presentation, policies and procedures, desk & laptop, HR application, etc.).
• - Ensure timely follow up and collection of payslips and attendance sheets’ as well as taxes’ payment a monthly basis.
• - Prepare and submit monthly salary tracking sheet to the Finance Officer.
• - Provide consultation and administrative support for employees in matters of leaves, policies & procedures, IT requests and other related matters.  
• - Follow up on all logistics and maintenance issues relevant to the office (rental agreement / municipality/ Generators Company / Water / general hygiene and office supplies).
• - Scan and archive all the legal papers, contracts and supporting documents relevant to the area.
• - Update the team with any changes that might occur.

Accounting

• - Handle the volunteers’ payments using the relevant platform to transfer their wages based on Sayrafa tracker’s updates.
• - Ensure data entry for all invoices, cash and bank payments on the Dolphin system as per the procedures set by the Finance Department.
• - Handle the field petty cash by ensuring continuous update of the relevant tracker and monthly cash reconciliation with the Senior Accountant.
• - Providing support to the Regional Manager  in the budget forecasting and ensuring continuous update of the budget tracker.

Procurement & stock management

• - Prepare all Purchase Requests relevant to the area as per the procurement procedure and ensure continuous update of the relevant tracking sheets.
• - Contact and follow up with suppliers and preferred vendors to request quotations or to process the orders and receive the items.
• - Receive the items from suppliers and prepare the good delivery sheet for all invoices along with the supporting documents.
• - Update the asset list for new items after labelling them and ensure continuous tracking of the area’s assets and stock by filling the relevant trackers.
• - Fill evaluation forms shared from procurement when needed.

Logistics

• - Prepare the cars’ reservation schedule daily/weekly.
• - Ensure Mileage Log template is included in all the cars and prepare a monthly mileage log to send it to HQ.
• - Follow up with the rental company on PRs and payments as well as on continuous maintenance.
• - Coordinate with employees in case of accidents or for any other problems faced while using cars.
• - Follow up about all the things related to the car usage (maintenance, fuel cards, insurance…)