Admin/Finance Officer
Responsibilities:
Summary:
1. Management of Finances / Petty cash and Payments
2. General Administration
3. Text and Data Management
4. Office Procurement
5. Other duties and tasks / Replacements
Tasks are to be performed and executed in consistency with SDC’s procedures, rules and regulations currently in force.
Essential Duties and Responsibilities:
1. Management of Finances / Petty cash and Payments
* General monthly bookkeeping for the Coordination Office and reporting to HQs and Head of Office.
* Checking invoices / other payment documents for payment (cash and bank accounts transfers).
* Petty Cash Management (disbursements, vouchers, replenishment, preliminary booking according to the Chart of Accounts, control and reconciliation, monthly cash reports)
* Control of monthly telephone bills (including mobile phones) and establish refund system for private calls of the Office Staff
* Control of monthly mobile phone bills of the Swiss Coordination Office collection of refund payments in case of private calls
2. General Administration
* Document Management of the Office (filing, archives, library, book orders)
* Organisation and coordination of travel schedules / accommodation for the Office staff and for visiting Expatriates
* Maintenance of holidays / missions / absences for the Office staff
* Management of the electronic follow-up of daily working hours of the Office staff
* Administrative assistance to Expatriate staff (residence permits, rent and facilities contracts, vehicles, insurances, …)
* Organisation and supervision / transmission of DHL mails to / from the Embassy in Ryadh as well as to / from HQs in Switzerland
* Management of the diplomatic pouch, if any.
* Liaise with the Swiss Consulate in Sana’a for all relevant matters
* Organisation of all aspects related to appointments, meetings, seminars, workshops
* Translation of documents from Arabic into English and vice versa
3. Text and Data Management
* Drafting / editing / typing correspondence
* Elaboration of internal and external Minutes of meeting
* Creation and update of forms, statistics, graphs
* Management of the Office inventory (physical, update database)
* Establishment, update and follow-up of the Expatriates houses inventories, and reconciliation with the financial system
4. Office Procurement
* Execution of the Office procurement process (quotations, comparison / proposal for attribution, ev. purchase order, delivery, payment) in the respect of SDC’s general and specific rules
* Establishment and maintenance of a Suppliers data base
* Establishment / renewal of Service contracts (office and car insurances, alarm, office equipment and machines, …), if needed
General provisions:
Additional tasks - either temporary or permanent - may be assigned by the Management
Requirements:
* University Degree in Business and Administration or equivalent.
* At least three years of experience in similar work, with proven records.
* Very good Organiser.
* Following knowledge and skills are required:
>>Ability to operate efficiently MS Excel, MS Word, MS PowerPoint and MS Outlook applications.
>>Ability to work methodically and with accuracy, paying great attention to details
>>Ability to write clearly and persuasively. Ability to translate accurately from Arabic to English and vice versa.
>>Excellent knowledge of written and spoken Arabic.
>>Very good knowledge of written and spoken English.
To Apply:
Either online through Yemen HR
Or send your application to : Jobs@yemenhr.com
ONLY SHORTLISTED candidates will be called...
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