Administrative 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

Priorities for the first 2/3 months:

HR:

- Get to know the team and familiarize yourself with all the rules, procedures, SOPs, and internal staff regulations.

- Become proficient in using the HR software (homere) and performing salary calculations.

- Learn all aspects of filing/digital archiving related to the position.

Finance:

- Familiarize yourself with all internal tools and processes.

- Be responsible for managing accounting documents and entries.

- Handle petty cash management.

- Manage the voucharization and archiving of accounting files.

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): ­