Admin / Finance Assistant

Short term contract 

Job Title

Admin / Finance Assistant

Country

Greece

Duty Station

Lesvos, Mytiline

Reports to

Hierarchical: Project Manager

Technical: Country Finance Coordinator, HR Manager

Job Type

Part time

 

Duration

8 months

 

Starting date

To be confirmed

 

Deadline

31/03/2021

 

Duties and tasks

Purpose/objective of the position:

 

The Admin / Finance Assistant is responsible to support of the proper technical implementation of all accounting-financial activities of the project. In this context, s/he ensures the correct and effective management of financial resources, in accordance with the Organization’s procedures. He/she is responsible to support, INTERSOS finance, accounting and HR activities along with other administrative tasks on daily basis. He/she is expected to be honest and transparent and keep the necessary level of confidentiality on information acquired on the job.

 

Management and Programme Quality

 

Finance

• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
• Follow up all rental contract dates and bills
• Process the payment to suppliers and keep strict on all documentation involved, informing the Project Manager of any sort of disparity.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Classify and prepare all accounting pieces as requested by the Project Manager
• File the accounting documents and enter the accounting pieces in the accounting file
• Handling all payments to suppliers and contractors as requested and authorized by management staff, both by cash and by bank transfers
• In charge of daily book keeping and cash counts
• To assume responsibility for cash account administration, ensuring conformity to existing procedures; shortages or thefts must be reported
• Ensuring a good filing of the financial files and records
• To ensure project expenses are reasonable, allocable, prudent and spent in accordance with INTERSOS and donors rules and regulations, support annual auditing procedures
• Daily administrative office tasks

Human Resources

–       Monitor and update the Staff Scheduler and personnel dossiers for Lesvos staff (annual leaves, sick leaves, absences etc)

–       Ensure that all HR files are kept and locked according to INTERSOS and legal requirements (e. g. employment contracts, CV’s, hiring documents etc)

–       Draft personnel’s contracts according to the HR Manager’s guidelines

–       Responsible for collecting Timesheets, Payslips and any other administrative document related to personnel

Administration

• Collaborate with the field team to gather and review the Logbooks per vehicle
• Inform the Project Manager of possible needs and shortages of the office
• Key-keeping and safeguarding of assets (i.e. stationary, toners, etc.)
• Support Project Manager in filling of documentation in preparation of internal or external audit procedures.
• Any other task requested by the job

 

 

Reporting Requirements

 

As per main duties outlined above the Admin/Finance Assistant is responsible for

Reports to Finance Coordinator, HR Manager

Log and track data as agreed

Provide reports as necessary

Provide incident/security reports as necessary

As per required the Admin / Finance Assistant should be copied in relation to
– Administrative Issues
– Dissemination of Information in relation to general Finance Matters
– Purchase Requests
– Preparation of Finance Files

– Preparation of HR Files

 

Minimum Requirements and Past Experience
– Good understanding of English, both written and verbal is mandatory; Native Greek speaker is mandatory
– Strong organizational and problem-solving skills with analytic approach, rigor and attention to detail.
– Ability to integrate and work well within multi-ethnic and multicultural team;
– Ability to achieve results effectively, considering the need for speed, scale and quality;
– Good Knowledge and skills in computer usage including word, excel, power point, and social media;
– Relevant degree in finance, business or administration;
– Desirable Essential previous working experience of at least 1 year in relevant job

If you wish to apply for the above position, please submit your CV along with a Cover Letter in English, not later than 31st of March to the following email address: recruitment.greece@intersos.org. All applications will be treated with the strictest confidentiality. Only shortlisted candidates will be contacted for an interview appointment. Order or priority will be held, and the identification of candidate could take place before the vacancy’s ending date.  

 

 

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