Summary
Date Posted: Wednesday, November 03, 2021 , Base Salary: Not Disclosed

JOB DETAILS:

Office Manager
Job Description
Agence Francaise de Developpement (AFD) is looking for an Office Manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.

Main Objective
• Provide the secretariat and administrative follow-up of the agency
• Ensure the financial monitoring of the agency

Activities
Treasury:
• Cash Management: Collect original supporting documents, prepare, and make cash payments; Fill in the documents all the information necessary for the seizure; Keep the cash register up to date; Monitor supply needs; send the scan of the cash register and supporting documents to the Regional Directorate (RD); Prepare and send the monthly cash certificate to the RD.
• Management of Bank Accounts: Collect, prepare original supporting documents (invoices, expense report, slips, notices, mission expenses, representation expenses, fundraising, etc.) and make payments to suppliers, service providers, administrations, etc. by transfers / checks / direct debit; Write on the documents all the information necessary for the seizure; Track supplies and leveling

Accounting:
• Preparation and weekly sending of accounting monitoring files; Sending scans of all supporting documents to the RD
• Monitoring and updating of the invoice chrono
• Customer invoicing: Collect the data necessary for preparing invoices (subject, amount, period concerned, recipient references, …); Establish invoices (format validation with the RD); Customer reminders
• Year-end entries: Accrued liabilities, etc. before the annual closing in December
• Organizing, monitoring of work and purchases in accordance with procedures, and monitoring of supplier relations
• Keep and archive invoices, expense reports, tax slips, etc.
• Financial monitoring of operating costs (mission, representation, offices, housing, etc.)
• Monitoring and updating of the table of contracts and commitments (contracts, rents, rental charges, works, etc.)
• Preparation of service assignments
• Preparation and follow-up of requests for recovery and reimbursement of VAT
• Controlling and monitoring of financing of calls for deadlines, etc.
• Payments: Payment of claims under € 75,000; Sending of weekly reports; Sending to the head office of the original files.
• Filing of files and sending to headquarters

Monitoring of fixed assets:
• Carry out physical inventories (offices and housing) of all assets owned by AFD (fixed assets and small equipment recognized as expenses).
• Establish transfer or exit movement sheets
• Carry out the inventory of places of entry / exit of housing (fixed assets and small equipment recognized as expenses)-
• Sending of end-of-year entries for control and accounting recording by the RD
Budget:
• Feedback to the RD of the agency's needs in an Excel file suitable for budgeting
• Monitoring of consumption by type and by item (water, electricity, rents, …)
• Monitoring of missions and training on suitable media

Assistantship:
• Follow-up and maintenance of the director's schedule
• Support for the logistical organization of conferences, seminars
• Formatting presentation of notes, articles, etc.
• Reception / contacts with visitors to facilitate their communication with the agency
• Secretarial tasks (letters, photocopies, scan, etc.)
• Organization of agency mailings (activity reports, annual greetings, events, etc.)
• Control, preparation / reception of the diplomatic bag
• Keeping of arrival / departure times of letters, faxes, messages
• Management of the generic box
• Classification of folders
• Transmission of standard refusal letters (requests for internships and jobs)
• Update of the telephone directory of contacts
• Monitoring of residence permits for expatriate agents with the relevant department at the Embassy
• Monitoring of archive entries / exits
• Mission monitoring: establishment / classification of Mission Orders; Reservation / purchase of tickets; hotel reservation; preparation of expense reports
• Organization of mission programs for Headquarters staff: organization of airport reception (arrival and departure), Hotel room reservation, etc.
The job description is not exhaustive, it highlights the mission and the main activities entrusted to the employee. The latter may also be called upon to take part in other activities provided within his department.

Requirements
• Bachelor's Degree in Accounting
• At least 5 years of experience as an accountant, office manager or executive secretary
• Excellent relationship and interpersonal skills
• Ability to work in a very structured environment
• Autonomy, proactivity
• Proficiency in English and if possible, French
• Excellent written and verbal communication skills
• Proficiency in MS Office (MS Word and Excel in particular)
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Strong organization and planning skills in a fast-paced environment

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

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