At his/her assigned base level, the administrative supervisor supports the deputy administrator
in the processing of all tasks relating to Human Resources and Finance operations.
List of main activities – to be conducted in accordance with the established internal SI policies is: TECHNICAL FUNCTIONS
HR management of personnel:
- Ensure the welcoming and administrative briefing of new personnel.
- Participate in the organization of training and relevant follow-up.
- Update and ensure complete documentation of the HR files and of HR digital files as well as their archiving and monitoring (work contract, job description, health benefits, leaves, personal administrative folder etc…)
- Calculate taxes and duties and create pay records for the relevant organizations.
- Ensure that the HR follow-up and the Recruitment follow-up are updated.
- Participate in the application of policies relating to salaries and benefits for Solidarités International.
- Support the Deputy admin to ensure that HR related payments are made.
- Participate in interviews from A1 to B2.
- Participate in disciplinary measure processes, if requested by the Admin Manager.
Payroll:
- Ensure the checking of the monthly variables for each employee according to the attendance sheets and monthly planning and employee benefits for payroll purposes, monitor officers’ work in HOMERE.
- Ensure that salaries and payroll are prepared on time.
- Issue pay slips and supervise payment of salaries after approval by the administrator. Treasury/accounting/management
- Participate in monthly closing, revision and integrity of accounts for the base.
- Supervise accounting archiving of records.
- Assist the deputy Admin in follow ups of OFUs and LFU.
- Monitor due dates for payments of contracts.
- Supervise pay-outs and advances, within established guidelines.
- Ensure that the registry of cash pay-outs and the officers’ register are updated.
- Supervise accounting documents for compliance and possible translation.
- Verify cash balances daily and report any discrepancies to superior.
- General management:
- Manage admin officers, cook and cleaners (e.g., work planning, follow-up of meals and food expenditures)
- Record needs of office and GH and relevant monthly inventory of stock (kitchen, cleaning items and similar)
- Train and support team members under his or her supervision.
- Ensure the continuity of basic admin services in case of absence of admin staff.
- Reporting/communication:
- Participate to the weekly meeting and reporting.
- Report back all information or problems to line manager
- Ensure the publication of information on the information board or other identified means.
Other:
- Support the line manager during auditing or any checks issued by partners or head office, at base level.
- Other tasks as per required by the line managers that fall within the Admin department.
