The Assistant will organize and support the office’s day-to-day finance and employee’s administration. They will ensure effectiveness and compliance with internal procedures and maintain the quality of data management. The Assistant plays a crucial role in ensuring that office operations run smoothly and accurately and that our records are maintained in compliance with internal procedures.

Key tasks:

Finance Administration:

• Assist in financial administration: this involves maintaining accurate document management of financial transactions, including invoices, receipts, and bank statements. The assistant may also be responsible for filing and organizing these records.
• Prepare and send sponsorships/memberships/donations invoices.
• Process invoices, reimbursements, and payments, including petty cash and bank card management. Ensure all the proofs of payment are compliant with internal rules.
• Process travel reimbursement forms and follow up with employees to ensure compliance with internal rules.
• Secure all necessary documents are accurately completed and submitted on time for month-end and quarterly financial closing.
• Reconcile bank and credit card transactions, ensuring that all transactions are supported by the required documents.
• Assist with audits, providing documentation as needed.
• Create and update finance spreadsheets, data entry.
• Copy, scan, email, organize, and archive finance documents.
• Train staff on necessary financial procedures.
• Liaise with external providers for all administrative and accountable documents if needed.
• Liaise with staff members regarding invoices, travel reimbursements, finance administrative documents, and information when needed.

Human Resources:

• Assist in defining and implementing the annual staff Training Plan by ensuring contacts with internal and external providers, coordinating schedules, and handling all administrative and logistical aspects of training sessions.
• Act as the primary point of contact for employee HR inquiries, effectively screening and prioritizing requests, providing preliminary guidance, and routing complex issues to the appropriate FLOEE colleagues.
• Support the integration of HR procedures with finance procedures. Ensure seamless communication and information flow across all HR-related matters between staff, managers, and the FLOEE colleagues. Monitor and support the correct application and adherence to internal HR policies and procedures.
• Maintain and update employee records and HR databases.
• Assist in recruitment, onboarding, offboarding and training of new employees and trainees.
• Assist with employee benefits and leave policies.
• Assist in organizing staff’s yearly excursion.

Office Coordination:

• Direct internal and external calls, emails, and post mail to designated units
• Monitor office supplies and equipment and order replacements (stationary, coffee, tea, etc.)
• Being the person of contact for the service providers (phone, cleaning services, building, handyman, etc.)
• Participate in improving office environment (plants, work-friendly spaces, etc)
• Ensure the office is clean, and the employees respect the office rules (kitchen, sanitary)
• Schedule and organising documents for staff weekly, monthly, and quarterly meetings
• Being the person of contact for the IT Consultant
• Liaise with staff members regarding hardware (problems encountered, requests for equipment, etc.,)
• Monitor IT equipment (list of equipment, storage, depreciation list)
• Prepare workstations for new staff
• Follow up with the phone system (user access and account)
• Support staff members with workstation equipment.
• After the necessary training is provided, being a responsible person for security and prevention in the office (e.g. fire prevention)
• Make travel arrangements including flights, accommodation, and ground transportation.