ADMINISTRATIVE ASSISTANT – INTERNATIONAL SOS

DESCRIPTION

Administration Assistant supports operations of our company and plan the most efficient administrative procedures (Finance and Human Resources).

The goal is to ensure all support activities are carried on efficiently and effectively to allow the other operations to function properly

The Admin Assistant will also be responsible for developing the country standard procedures and practises to enable them to prepare results accurately and timely.

REQUIREMENTS

• Minimum 3 years of working experience in the administration responsibilities or equivalent in Guyana, preferably in a multi-national organization with revenue of at least US$10 million.
• Experience in a fast pace, multi-national organization, ideally within the professional services industry.
• Experienced in supporting operations in developing countries, diverse nationalities and cultures.
• Exposure to dealing with customers, banks, auditors, legal advisors, suppliers.
• Exposure to dealing with senior executive and operational management teams.
• High school diploma is usually required. An associate’s degree from an accredited college or university is usually preferred, but not required.
• English. Spanish language skills (oral and written) nice to have.

RESPONSIBILITIES

Key responsibilities include:

• Plan and coordinate administrative procedures and systems and devise ways to streamline processes for finances and Human Resources.
• Support recruiting procesess and training logistics of personnel and allocate responsibilities and office space.
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
• Manage schedules and deadlines.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints and in coordination with the procurement manager.
• Monitor costs and expenses to assist in budget preparation.
• Oversee facilities services, maintenance activities and tradespersons (e.g electricians).
• Organize and supervise other office activities (recycling, renovations, event planning etc.)
• Ensure operations adhere to policies and regulations.
• Keep abreast with all organizational changes and business developments.
• Assist Accounts Payable by preparing A/P vouchers
• Assist Human Resources with administrative functions locally.
• Coordinate with local accounting firm and provide the proper and complete information for the bookkeeping of the company records.
• Participate in Monthly and Quarterly Business Reviews, Forecast and Budget preparation for Guyana.
• Ensure timely preparation of accurate results.
• Manage banking relationships and ensure only approved signatories have access to bank accounts in Guyana.
• Ensure all bank accounts are optimised and bank charges are managed at min levels.
• Proactive management of monthly cash levels, ensuring that appropriate amounts are remitted to Corporate for central cash pooling exercises, as well as monthly cash flow forecast.
• Continuously review work processes to ensure efficient workflow to maximize staff efficiency and quality of information flow with other departments.
• Manage the creation and set-up of legal entities to ensure only active legal entities are retained and that legal entities are set-up in an optimised structure.
• Lead or implement new projects as necessary from time to time.