Administrative Assistant

Job Title: Administrative Assistant

Duty Station: Kyiv 

Line Manager: Finance Officer

An Administrative Assistant will be providing support and coordination. Is responsible for the maintenance of files, records, and handling bookkeeping tasks. Will be responsible for the control of the cash management in the mission. Also, may assist with research, prepare documents reports and handle various administrative duties to ensure the smooth functioning of the office or department they support.

Tasks related with accounting:

• Record all the daily financial transactions made in country with cash. These records should be done in the cashbook and in the accounting system. 
• Prepare the monthly and quarterly reconciliations for all the cash accounts. Inform when is done to the Finance Officer. 

Tasks related with Finance:

• Cashier of the Petty Cash: Control the Cash Management in accordance with WeWorld’s procedures under the supervision of the Country Finance Manager.
• Prepare the Authorization for payments for all administrative expenses such as: payroll and operational office and guesthouse expenses.
• Ensure that the accounting records (disbursement and receipts documents) and corresponding justifications are complete and properly filed.

Support if is needed: 

• Process the bank payments; check that documents are complete, correct and compliant with the WeWorld’s rules, regulations and procedures. 

Tasks related with Administration:

• Lead the Recruitment process of new staff. Receiving the ToR from the department requestor and start the process of job posting. Follow up the candidates and keep track of the CVs and Cover Letters. Scheduling the test and interviews. Inform about offers and recruitment status to the candidates. 
• Create the employees’ contracts based on the Salary Scale, ToR and Ukrainian Labor Law, under the supervision of the Country Representative and Country Finance Manager. 
• Request the email and laptop set up of the news employees. 
• Lead the briefing and debriefing for the employees.  
• Provides orientation for new employees by providing information, reviewing WeWorld’s policies, gathering withholding and other payroll information, explaining benefits, and obtaining signatures for documents.
• Documents and tracks HR actions by completing forms, reports, timesheets, and records.
• Ensuring good archiving system. Scanning and archiving the staff documents and other files using the current archiving system (hardcopies and softcopies). By recording and control the hiring process, termination, change in job descriptions, and merit increase dates as well as tracking vacation, sick, personal time and other.
• Scanning and archiving all the projects, and procurement documentation support, using the current archiving system (hardcopies and softcopies) for all the WeWorld transactions and Sub-Ips transactions. 
• Labelling each folder and creating a follow up tool in order to facilitate the searching of each file.
• Assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances. Keeping track of the documents supports. 
• Support in any reimbursement requested by the employees.  

Overall, the Administrative Assistant plays a crucial role in maintaining financial supports and contributing to the efficient functioning of the organization. 

The above list is a non-exhaustive one, nor limitative. You could be asked other responsibilities and tasks within the framework of your job on demand of the direct line manager.

The recruitment process may be closed early if a suitable candidate is found. Due to the large number of applications, we apologize in advance and will only respond to profiles suitable for the position.

Please send your CV and Resume Letter in English (max. 1 pages) by email to Отправить резюме with objective> Administrative Assistant_Kyiv, no later than April 14th 2024 at 23;59 Kyiv Time.