At his/her assigned base level, the Administrative Officer supports the Administrative 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.
Reporting/communication:
- 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.
ORG CHART POSITION (reporting and functional relationships)
- Line manager: Admin supervisor
- Functional manager: – Admin supervisor
