Administrative Assistant-ZAHLE

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 follow-up, the recruitment and hiring process

• Participate in the organization of training

· 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)
· 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 administrative 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
Team management
· Train and support team members under his or her supervision
· Ensure the minimal replacement of members of the admin services in case of absence (days of, sickness etc.)
Treasury / accounting / management
· Supervise the physical maintenance and safety of cash boxes
· Prepare monthly closing, revision and integrity of accounts for the base
· Issue vouchers, supervise archiving of records
· Participate in audits or any checks issued by partners or head office, at the base level
· Participate in the consolidation of budget follow ups and cash forecasts at the base level
· Monitor due dates for payments of contracts managed by the administrative coordinator
· List liquidity needs in concert with the admin coordinator
· Carry out pay-outs and advances, within established guidelines
· Keep the registry of cash pay-outs and the cashier’s register
· Record budgetary transfers and keep accounting codes
· Verify, before recording, that records conform to regulations and procedures of Solidarités International
· Translate accounting documents if necessary
· Exchange currencies at request of superiors
· Verify cash balances daily and report any discrepancies to superior
· Archive accounting records according to Solidarités procedures after a final verification of receipts etc.
· Guarantee security of the cash and confidentiality of information
Reporting / communication:
· Participate in supervision of regulations in effect
· Aid admin 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): -