Administrative Assistant

General objective The Administrative assistant has to help the base administrator in all the activities related to the administrative, finance and human resources tasks.   Responsibilities and tasks   Human Resource management   -         To prepare and/or gather supporting documents related to each local staff contract : PU card, ID and driving license copies, blood type justification -         To prepare 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, project code, monthly allowance ...) to the base administrator   Supervision   -         To supervise the work of staff in charge of cleaning flats and offices -         To translate all internal and external administrative documents according to the needs, from English to Arabic and from Arabic to English.   Cash management   -         To respect security rules in coordination with the General Administrator / Head of base -         To systematically update the cashbooks related to the Saida cashboxes/safes/bank accounts as well as the corresponding Excel spreadsheets -         To make sure cash-in and cash-out operations are compliant with the procurement procedures defined by Logistic   Payment follow up   -         To keep track of days-off and other leaves taken by the local staff -         To prepare expat per-diem pay sheets and cash at the beginning of each month -         To prepare local staff salary sheets and cash at the end of each month (including payment calculations)   Invoice management   -         To ensure that bills provided by the staff are compliant with the Administration requirements (key invoice data and corresponding translation), signed by the responsible Coordinator and are given with a receipt of the payment -         To prepare the bills for data entry into the accounting software (filling-in of the key-data table, including accounting and budget allocation code) -         To sort and copy invoices before sending originals for month-end closing -         To photocopy of all the invoices and receipts at the beginning of each month   Accounting and month-end closing   -         To enter regularly through-out the month all transactions (invoices, advances, staff payments, money transfers, money exchanges) with the correct allocation codes (accounting and budget)   Budget follow-up and re-forecasts -         To assist the base administrator in the preparation of budget follow-up (comparison of actual vs. budgeted expenses) for locally-based projects -         To assist the base administrator in the preparation of consolidated end-of-month and next-month cash and expenses forecasts for locally based programs   Contracts and documents management   -         To file and archive all staff-related documents for expatriate and local staff (HR documents, PU cards...) -         To file and archive all existing contracts (staff, offices and flats rental, telephones, suppliers) and related documents, in coordination with the Logistic -         To file and archive all accounting-related documents (invoices, advances)   Confidentiality -         To ensure confidential information that is dealt with in the course of the administration work (regarding human resource, finance ou legal issues) remain within the Administration department only and are not shared within or outside PU- AMI