Administrative Assistant
Premire Ugence - Aide Madicale Internationale
Total years of experience :19 years, 10 Months
>Financial Management:
*Cash management
-Systematically update the cashbooks and the corresponding Excel spreadsheets
*Invoice management
-Ensure that bills provided by the staff are compliant with the Administration requirements (Purchases Validation, key invoice data and corresponding translation), signed by the responsible Coordinator and submitted with a receipt of the payment.
-Prepare the bills for data entry into the accounting software including accounting and budget allocation code.
*Accounting and month-end closing
-Enter regularly all transactions (invoices, advances, staff payments, money transfers, money exchanges) in the accounting software (SAGA) with the correct allocation codes.
-Budget follow-up and monthly forecast.
-Control checks and prepare monthly Bank Reconciliation.
>Human Resource management:
-Staff contracts, which include gather staff support documents, prepare of official PU Card, follow up on days off, provide work certificates and warning letters….
-Monthly allowance and per-diem payments.
-Translation of internal and external documents.
-Health insurance follow up and coordination with the company.
-Travel bookings and other arrangements.
>Contracts and documents management:
-File and archive all staff- related documents, rental contracts, telephones, and supplier contracts; in coordination with the logistic department.
-File and archive monthly accounting documents.
>Receptionist:
-Telephone calls: answering, transferring and forwarding phone calls.
Distribute incoming mail, faxes, parcels and express courier packages directly to recipient(s).
>Confidentiality:
-Insure confidential information.
-Invoicing and stock controlling.
-Supervise warehouse transactions ( Stock In and Out)
-Study and selection of supplier purchases and purchases offers.
-Stock pricing (wholesale and market value).
-Organize and arrange periodic meetings for enhancement and discussion of work plan.
-Discuss and follow up with the "Accounting and Stock" program developer for enhancements and add-ons.
-Reporting:"Financial and Stock reports".
-Other Duties: Control working hours and time tables, observe and follow up employee’s duties and responsibilities.
-Make payments to suppliers and contractors.
-Prepare invoices.
-Transferring and receiving money “Money Gram”.
-Customer service and problems solving.
-Control Stock and monthly inventory.
-Receptionist: Meet and greet visitors, answer phone calls.
-Stock pricing (wholesale and market value).
-Control and Register accountant invoice.
-Prepare purchase orders depending on offers and needs.
-Manage the discount percentage agreements with suppliers.
-Control supplier payments and employees salary.
-Invoicing and stock controlling.
-Supervise warehouse transactions ( Stock In and Out)
-Weekly inventory report.
-Supervise the distribution function.
-Verify and prepare related reports and statistic.
-Complete Standard forms.