Working directly under the direction of the Country Manager and in close cooperation with Regional Finance officer.

Missions :

• Office management:
  • Maintain regular sensible inventory & ordering of consumables such as but not limited to: stationery, cleaning products, etc.
  • Courier management: Be the main POC in cooperation with central Courier team, and reconcile monthly volumes by location, client and destination and check them with courier invoices. Keeping tracking and record for all courier/postage for Zone, Country and OPS management
  • Print and scan all documents to be signed by management.
  • Arranging logistics and booking conference rooms for both internal and external events and meetings.
  • Assist Ops team in conducting and keeping record of fixed assets, including reception and tagging.
  • Participate in annual fixed assets physical inventory under VAC Manager supervision
  • Support regional and corporate Finance as well as local accountant for reconciliation and scrapping.
• Procurement management:
  • Be the main POC for Procurement process in cooperation with local TLScontact entity & Corp Procurement, to ensure good communication and relationship with suppliers and vendors
  • Support Ops in collecting quotes for day-to-day operations as well as business bids or investment projects.
  • Maintain purchasing process TP Flow: PR raising, evidence attachment, PO issuing, GRN raising, Invoice loading, invoice matching, analytical data input, Payment liaison with finance.
  • Keep auditable records of: POs placed, Goods received evidence, Invoices received and matched & passed for payment (respecting payment deadlines)
  • Monitoring progress for approvals in TP Flow, to ensure timely validation, in line with payment due date.
  • Track invoices due for payment and once approved, submit them to Finance officer for payment.
  • Coordinate communication with Finance officer for invoice sharing with local accountant and TLS shared service centre (SSC).
• Legal and contract management:
  • Maintain register of existing and new company contracts related to local TLS entity, ensure all signed contracts are transferred to legal for storage (ContractSafe).
  • Maintain company contracts related to operations: Contract validity, Anniversaries and renewals, Performance reviews, Approvals, Escalations.
  • Recording company documents related to office in internal record log and keeping track of company stamps.
  • Helping with contract records during annual external audits as well as internal audits.
• Finance related duties:
  • Provide support to finance for bank relationship management, manual cheque requests and petty cash replenishments while ensuring proper approval process is adhered to.
  • Keeping track of all ops disbursements to Clients and refunds to applicants and completing daily sales (accounting) reports at local level, including evidence related to cash deposits to the bank.
  • Petty cash management: safeguard the petty cash box, maintain petty cash register with all transactions and receipts, participate in petty cash inventory with VAC Manager with signed reports.
  • Contribute to ICQ (Internal Control Questionnaires) where appropriate by tracking all mandatory inspection reports (first aid, extinguishers, drills, etc.) i.e Health & safety and buildings/construction licenses, and support CSR reporting.
  • Employees missions
    • Organize employee travel arrangements upon Management request: flight/bus tickets reservation, detailed itineraries, travel visas, hotel booking and local transportations – via approved travel agency or Egencia.
    • Rent-a-car arrangements for employees and other locations upon Management approval.
    • Yearly travel insurance for frequent travelers purchasing & record,
    • Mission Order preparation and Expense Claim control with receipts, including delivery to finance.
  • Payroll duties
    • Validation with HR the payroll inputs
    • Make sure to comply with the local labour rules (ie. Social charges, overtime calculation …)
    • Follow up with HR and the payroll provider the payroll accuracy
  • HR admin duties
    • Contribute on providing employment contracts ie. Draft contracts, submit them to HR for approval
    • Contribute on the employment contract signatures as per labor practices
    • Submit the employment contracts to the social security where applicable and store copies in a secured space
    • Issue employment certificates, salary certificates “on demand” of employees under the supervision of HR
    • Contribute the recruitment process: postings, phone screenings, facilitate interviews, offers …
    • Be the point of contact during the onboarding of new employees
    • Be the point on contact of HR in cases of litigations  
    • Be the HR point of contact when necessary
  • Health & Safety duties
    • Be the main PoC in cooperation with VAC Manager and TLS Health and Safety partner.
    • Ensure Health and Safety requirements are meet / in line with legislation needs. Escalate shortfalls in Health and Safety requirements.
    • Lead in Company audit and corrective actions related to VAC and Corp offices.
    • Scheduling and coordination of Health and Safety trainings for newcomers.
    • Annual control & check of First Aid certificates and First aid kit.
    • Ensure annual PAT testing completed with PAT Test partner
  • Fire Safety duties / ISO audits
    • To be a main PoC in cooperation with VAC Manager and TLS Fire Safety partner,
    • Ensure maintenance is completed in collaboration with an approved contractor. Not limited to: Fire detectors, Hydrants, Extinguishers, Emergency lighting and other listed required.
  • Estate Facility management related duties
    • Ensure “Planned Prevented Maintenance” (PPM) is completed with cooperation with the contractor partner
    • Ensure “Planned Prevented Maintenance” (PPM) register is maintained and available for inspection.
    • Ensure the general maintenance duties are completed satisfactory by the appointed general maintenance partner/s (sometimes referred to as Handy person)
  • Other related tasks may be assigned by management, as per business needs.

 Previous Experience

• The candidate must have a minimum of 2 (two) years of experience with a similar scope of work.

Other requirements:

• Language proficiency in French and English, both spoken and written.
• Understanding and demonstration of world-class Office Management and Administration skills, including basic finance, accounting and internal control.
• Computer proficiency in office software, including spreadsheets, presentations and word processor.
• Be motivated, professional, independent for individual tasks as well as team player for collaborative work
• Be responsible, flexible, reliable and a fast learner, ready to work in a quickly-moving business