Administrative Assistant at SECOURS ISLAMIQUE FRANCE (SIF)

Details:

ADMIN/HUMAN RESOURCES

• Assists the Admin Officer in the collection and filing of documents to create complete recruitment files for all positions;
• Prepares all new staff files and maintain the existing staff files;
• Liaises with the supervisors of various units to ensure all required information is received in a timely manner;
• Creates and maintain a database of all staff information, documents, expiration dates, etc. and follow up with the appropriate people to get any missing documents or information;
• Manages the administrative files of the staff with confidentiality and according to the SIF Internal Regulation;
• Enters data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.
• Keeps proper documentation of staff leave forms, service contracts, rent agreement, informing the Admin officer and /or Admin Coordinator of any sort of disparity.
• Updates Social security & Tax office employee files in order to meet legal requirements and duties.

ACCOUNTING/FINANCE

• Manages, registers and archives the accounting of the mission according to SIF protocols as well as the budget;
• Guarantees the respect of money management procedures:
• Processes payment in a timely fashion (direct payment/operational advances)
• Assists in various daily operations.
• Files the accounting documents and enter the accounting pieces in the accounting software, with the support from the Administration Officer and/or the Admin Coordinator
• Supervises the physical maintenance and safety of cash box under his/her control
• Carries out all cash payments and keep track of all cash advances within established SIF guidelines
• Daily update of the cash book under his/her control
• Makes weekly cash count with the Admin officer
• Liaises with the Log team to ensure that all cash advances are settled before the weekly cash count on Fridays
• Ensures that invoices/receipts are correctly libeled and bear all the validations required in accordance with SIF guidelines.

The tasks above are not exhaustive and due to the nature of the role, mission and organization, flexibility is required.