Administrative Assistant

GLOBAL OBJECTIVE OF THE POSITION   Under the line management of the Administration Officer, The Administration Assistant is contribution to the respect of all the administrative processes (Finances, Human Resources, and Accounting), rules and deadlines are handled according to Handicap international standards. According to the position, the Administration Assistant must keep all the data confidential, and share it only with the accurate persons.   HIERARCHICAL RELATIONSHIPS   Line manager: Administration Officer – according to HR chart Line manager+1: Base Manager – according to HR chart   RESPONSIBILITIES AND TASKS DESCRIPTION 1.     Human Resources Process the payments of HI staff salaries Serve as a link between management and employees by handling questions, clarification of policies, interpreting and administering contracts and helping solve work-related problems Follow up ending contracts for staffs according to the HR database and ensure that all the required documents are provided for amendments (extension requests...) Follow up end of probationary period for reminding to managers Prepare the amendments of the contracts when needed and update the HR database according to the amendments and to the documents related (updated salaries, JD, appraisals) Ensure to distribute attendance sheets to the staff; follow up leave requests and ensure they are validated by the right persons and update the follow up file Maintain historical human resource records by designing a filing and retrieval system; keeping past and current records.  2.     Administration Process the payment of all taxes on salary Prepare on a monthly base the VAT declaration Ensure the follow-up of services and premises contracts Follow-up insurance contracts 3.     Implementation of financial procedures Ensure the existing financial procedures are respected (check bills, purchase orders, quotations…) Support logistic staff in all financial issues/difficulties    4.     Cash flow Management (Bank and Cash) Manage petty cash and working advances for HI team in her/his base Prepare weekly treasury planning in coordination with logistic team Limit cash flow shortage by anticipating cash and money change needs Pay salary advance upon request    5.     Accounting Check that vouchers are properly filled (GAP code, designation, budget lines…) Ensure the validity of the invoices (quality of invoices, validation) Computerize, on daily basis, cash and bank expenditures in AlphaK software Check, on weekly basis, GAP codes and budget line imputations with his/her line manager Carry out cash reconciliation Close accountancy in Alphak (advance settlement, cash and bank balances) and prepare all documents which must be signed by his/her line Manager Prepare the monthly sending to the coordination for checking (original invoices)     Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager. TIME SCHEDULE   The working hours are the following: 8:30 A.M till 5:30 P.M with one hour lunch break