Асистент з адміністративної роботи / Administrative Assistant

ABOUT THE NGO

Solidarites International (SI) is a French non-profit organization, providing assistance to populations affected by conflicts and violence, epidemics, natural or climate-related disasters and economic collapse. Our humanitarian teams are committed to helping people whose lives, health and security are threatened, by meeting their most vital needs: food, water, shelter and hygiene. 

Since February 2022, Solidarites International started supporting the Ukrainian population affected by the conflict imposed by the Russian Federation. We have set up the regional offices in Lviv, Dnipro and Odesa, distributing the support throughout the country in places of the greatest need, directly or through local partners.

MISSION 

At his/her assigned base level, the administrative assistant supports the administrator in the processing of accounting operations as well as all tasks relating to Human Resources

ROLES AND RESPONSIBILITIES:

Administrative management of personnel:

• Welcome and participate in administrative briefing of new personnel
• Assist the administrator for the administrative management of recruitment and hiring
• Participate in the organization of training
• Ensure archiving and monitoring of individual dossiers and deliver all documents relative to the professional life of Solidarites International employees
• Ensure the confidentiality of all HR data
• Participate in the monitoring of work contracts on the base
• Collect payment details and integrate them into the Human resources management software (Homere)
• Issue pay slips and supervise payment of salaries after approval by the administrator
• Calculate taxes and duties and create pay records for the relevant organizations
• Keep an organization chart up to date for the base
• Assist the administrative in the organization and conduct of meetings with personnel representatives
• Participate in the application of policies relating to salaries and benefits for Solidarites International
• Monitor changes in the cost of living

Team management

• Train and support team members under his or her supervision
•  Ensure the minimal replacement of members of the admin services in case of absence (days of, sickness etc.)

Treasury / accounting / management

• Supervise the physical maintenance and safety of cash boxes
• Prepare monthly closing, revision and integrity of accounts for the base
• Issue vouchers, supervise archiving of records
• Participate in audits or any checks issued by partners or head office, at the base level
• Participate in the consolidation of budget follow ups and cash forecasts at the base level
• Monitor due dates for payments of contracts managed by the administrative coordinator
• List liquidity needs in concert with the admin coordinator
• Carry out pay-outs and advances, within established guidelines
• Keep the registry of cash pay-outs and the cashier's register
• Record budgetary transfers and keep accounting codes
• Verify, before recording, that records conform to regulations and procedures of Solidarites International
• Translate accounting documents if necessary
• Exchange currencies at the request of superiors
• Verify cash balances daily and report any discrepancies to superior
• Archive accounting records according to Solidarites procedures after a final verification of receipts etc.
• Guarantee security of the cash and confidentiality of information

Reporting / communication:

•   Participate in supervision of regulations in effect
•  Aid admin coordinator in relations with administrative authorities

REQUIREMENTS FOR THE CANDIDATE(S):

English is mandatory.

Some experience volunteering in a community organization would be desirable. 

WORKING CONDITIONS

Contract: Employment contract (according to the Ukrainian legislation)

Type of employment: full-time

Salary: UAH 39,415 gross (approximately UAH 31,729 net - after taxes)

English Resume mandatory

Application deadline : 23/09/2022

The NGO reserves itself the right to extend the deadline.