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Duties and responsibilities:
Support in the administrative management of personnel: - Publish vacancies according to the distribution strategy decided by the administrative Responsible, participate in the sorting of applications, and keep the department manager informed of developments.
- Calling candidates at all stages of the recruitment process.
- Participate in recruitment interviews if needed.
- Coordinate with program, logistics and MEAL teams the need of DWs and manage payments.
- Under the supervision of the Administrative Responsible, arrange for the signing of administrative documents with employees and collect all their administrative documents.
- Under the supervision of the Deputy Admin Manager, update and ensure proper documentation of HR files and digital HR files in HOMERE according to Solidarités International procedures (employment contract, job description, personal administrative file, etc.)
- Ensure the 1st control of all personnel administrative forms in accordance with the HR policy of the donors and SI (leave requests, exceptional work order, allowances, overtime, request for salary advance etc.)
- Compile monthly employee attendance records, record salary advances and monthly variable data in HOMERE each week.
- Participate in the verification of the monthly variables of each employee according to the time sheets, the monthly planning and the social benefits of the employees (transportation, medical allowances, bonus ...)
- Under the supervision of the Deputy Admin Manager, participate in the preparation of the monthly payroll in HOMERE and all other documents from the payroll pool.
- After validation, print the pay slips and send it to the finance department.
- Ensure hotel reservations for team travel in the field.
- Follow up on accommodation payments with suppliers.
- Maintain data base for medical reimbursements to staff.
Cash box Management: - Carry out withdrawals and payment of advances, in accordance with established procedures.
- Keep the advance books and cash journal.
- Check cash balances daily and report any discrepancies to the line manager.
- Ensure cash box security and confidentiality of information.
General accounting management - Preparation of payment in SI SI bank Account
- Recording all expenses in excel book after payment.
- Record budget allocations and accounting codes of the expenses.
- Before recording, check that the supporting documents complies with Solidarités International procedures.
- Ensure that accounting documents are translated if necessary.
- Archive accounting documents in accordance with Solidarités International procedures, after a final check of supporting documentation.
Archiving and audit preparation for the mission - Update and ensure the physical and digital archiving of all administrative documents and employee personnel files (employment contracts, job descriptions, leaves of absence, personal administrative files, etc.), as well as the securing of documents, while maintaining strict confidentiality.
- Properly file recruitment records.
- Print, scan and file necessary documents in accordance with SI's archiving policy.
- Ensure the archive safety and confidentiality of information.
- Follow up the accounting archiving situation of the base.
- Verify transactions voucher of the base and report any discrepancies to his/her line manager.
- Ensure the hard archiving (voucher) and soft archiving (scanning) of the base.
- In case of audit, organize archive as per requirement and verify transactions voucher of the mission and report any discrepancies.
- Support on any administrative archiving when requested.
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