Administrator Assistant

MISSION Goal / Purpose:   At his/her assigned base level, the administrative assistant supports the administrator in the opening of a new base, in the processing of accounting operations as well as all tasks relating to Human Resources   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 • 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:  Admin Manager Line report(s) on base: - Functional manager: - Functional report(s): -