Job Description

MISSION AND MAIN ACTIVITIES:

The HR/Admin Assistant is responsible for the management of the administrative files of the national staff and the administrative and if need arises, the accounting management of the project where he/she works.

 MISSION AND PRINCIPAL OBJECTIVES:

Administrative Management of Personnel:

• Assigns work, provides direction to staff and ensures that assigned tasks are completed. 
• Ensures effective and appropriate staff coverage. 
• Monitors the performance of staff. Provides feedback on their performance and conducts performance evaluations. 
• Participates in the recruitment and selection of staff by performing duties such as advertising vacancies locally, screening resumes, interviewing applicants and providing input on selection. 
• Manage the Staff annual leave planification with support for the Project Administration Manager.
• Evaluates, develops and recommends office procedures and practices to senior management.
• Ensures that approved office policies, practices and procedures are understood and followed. 
• Performs a variety of secretariate duties such as drafting and typing routine correspondence, arranging meetings and taking minutes. 
• Maintains a variety of financial records such as petty cash fund, purchase orders and cheque requisitions. Provides input into budget formulation. 
• Maintains staff and program information using spreadsheet and/or database software. 
• Performs other related duties as required.

PAYROLL MANAGEMENT:

• He/She captures the variable elements of the payroll in Odoo/Homere.
• He/She validates the requests of instalments and records them on Odoo/Homere.
• He/She collects the attendance sheets and notes the various absences, collects overtime cards and checks their validity, and enters these in the Odoo/Homere payroll software.
• He/she establishes the monthly pay slips.
• Prints the pay slips and gives to staffs and files acknowledged copy.
• Closes the pay of the month.
• Publishes the ballots and verifies that each ballot is correctly established,
• He/She has checked and targeted salary listings by the logistician-administration or field administration manager.
• At the end of the contract, He/She establishes the balances of all accounts.
• Verifies the rights to paid holidays, enters the variable elements of the salary into the payroll software.
• He/She causes these elements to be targeted and transmitted to the employee.

ADMINISTRATIVE AND ACCOUNTING MANAGEMENT:

• He/she is in charge of accounting management under the supervision of the Project Administration Manager, in strict compliance with ALIMA internal procedures.
• Covers for the Finance department in the absence of the Finance Assistant.

MONEY MANAGEMENT:

• He/she is responsible for the sums entrusted to him/her in the petite cash and manages them with discretion.
• Maintains follow-up workbooks (for operational advances, payroll, suppliers\' advances) and ensures that advances are delivered on time, justified by invoices and do not accumulate,
• Ensures at least weekly that his/her physical inventory corresponds to the balance of his/her workbook in the presence of his supervisor,
• Checks the balance of bank statements.
• Signs any difference in cash on his/her notebook and his/her manager as soon as he/she finds out.
• Plans cash demands based on daily needs during the month (payday advances, month-end pay, daily needs - operational advances and direct payment
• Provides monthly cash flow with Manager.
• Signals with his/her supervisor any operational changes that may require additional funds.
• He/She shall pay the suppliers on time (direct payment / operational advances),
• Receives invoices and receipts, ensures that they are consistent and conform, that they are validated by the purchasing officer and in accordance with the purchasing procedure in force.
• Informs his/her supervisor of any difference in price and quantity detected in order to resolve or validate it.
• Monitors petty cash advance requests and ensures timely accountability.
• Pay by the most appropriate means (cash, checks, transfers) and ensure that they are received by the recipient (stamp, signature ...).