At his/her assigned base level, the Administrator Officer supports the Administrator supervisor in Human Resources and Finance tasks following Solidarites International’s procedures. List of main activities – to be conducted in accordance with the established internal SI policies is:
TECHNICAL FUNCTIONS :
- Cash Management:
- Ensure the physical maintenance and safety of cash boxes.
- Prepare the cash-flow at base level.
- Carry out the change of currency, the payments and advances.
- Ensure the update of advance book, cash books within the established guidelines.
- Prepare monthly closing, revision of accounts for the base.
Accountancy:
- Ensure the recording of accounting entries and the check of supporting documents.
- Record the correct accounting code, budget allocation based on allocation board.
- Ensure the archiving and digitalization process is done.
- Support the line manager in the preparation of the monthly accounting pack.
MTA Management:
- Ensure all the payments requests are in accordance to SI procedure.
- Prepare weekly MTA requests and participate in their follow-up.
- Supply Payments :
- Ensure that all payment of supplier’s payments is done within the set timeline.
- Ensure Payment on field (Daily workers, owners of guesthouse and office).
- Participate the follow up of supply payment and daily worker payment follow-up.
Employee follow up:
- Participate in the preparation of contracts, amendments and ends of contract for national employees.
- After Manager’s validation, organizes the signature of required document(s) by Employee on the due date.
- Update monthly employee’s follow-ups, record salary advances and data in HOMERE on a weekly basis.
Payroll:
- check the monthly variables for each employee according to the attendance sheets and monthly planning and employee benefits for payroll purposes (gratuity, reallocation allowances…),
- enter the data for the monthly payroll in Homere and after validation,
- ensure in collaboration with the Finance department the envelopes preparation and payment.
- Compiles market price information collected from the cook and update the COLA on a monthly basis.
- Collects, compiles information and update the PD follow up on a regular basis.
- Reporting various meetings and compiling and presenting information.
Recruitment:
Welcome and participate in the induction of new personnel (A1 to B2) in collaboration with other departments.
Participate to recruitment process : Long List, monitoring test, Interview.
Participate to the weekly meeting and weekly reporting.
Report back all information or problems linked to his/her activity to his/her line manager.
Other:
- Participate in supporting the line manager during auditing or any checks issued by partners or head office, at base level.
- Participate to team building activities and other event organisation.
- Other tasks as per required by the line managers that fall within the Admin department
