Administrative Assistant at Terre des hommes Foundation (Tdh)

General Objective

• Under the direct supervision of the Administrative & Financial Coordinator, the Administrative Assistant supports the Administrative & Financial Coordinator in implementing and supervising all the activities related to finance, accounting, cash management and human resources.
• In particular, he/she lends support to carrying out urgent activities and the filing and archiving financial and administrative documents.
• He/she temporarily takes on the basic tasks of the Administrative & Financial Coordinator in his/her absence.

Responsibilities and Tasks
Administrative Management of Personnel:

• Welcome and participate in administrative briefing of new personnel
• Assist the administrator for the administrative management of recruitment and hiring
• Participate in the organization of training
• Ensure archiving and monitoring of individual dossiers and deliver all documents relative to the professional life of Tdh 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 HR database
• 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 Tdh
• 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
• Manage the petty cash
• Manage and follow up the pay-outs and advances, within established guidelines
• Keep the registry of cash pay-outs and the cashier’s register
• Verify, before recording, that records conform to regulations and procedures of Tdh
• Translate accounting documents if necessary
• Exchange currencies at request of superiors
• Verify cash balances daily and report any discrepancies to superior
• Prepare monthly closing, revision and integrity of accounts
• 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
• Record budgetary transfers and keep accounting codes
• Archive accounting records according to Tdh 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

Mandatory Requirements

• Language Skills: Fluent in local languages and in English, (speaking/reading/writing).
• Education Degree: University degree in Finance, Accounting
• Work experience: Minimum 2 years experience in a similar position
• Knowledge & skills: Good analytical and writing skills
• Computer skills: Good knowledge of the MS office software. Excellent in Excel
• Other: Knowledge of humanitarian actors/Good management and pedagogical skills

Assets:

• Other knowledge: Acquaintance with NGO' rules, procedures and regulations
• Interest:
  • Work in relief sector
  • Strong motivation to help people in needs
  • Accounting and finance
  • Transversal skills
  • Honest and trustworthy
  • Reliable, rigorous and well organized
  • Motivated and dedicated to his/her job
  • Ability to take initiative to deal with difficulties encountered in daily work
  • Ability to adapt or change priorities according to the changing situation
  • Autonomy, neutrality, hard worker
  • Able to manage stress and pressure
  • Able and willing to learn to extend his/her scope of work
  • Able to manage priorities, take initiatives and work without constant supervision