We are looking for a colleague who will ensure administrative support for the Finance and Admin department, handle internal and external communication with the other departments and their members, suppliers and other third parties involved in the current activity.
The person will have among their responsibilities the following :
Checks, records and keeps record of the contracts and other documents internally registered for the allocated department.
Checks and keeps the record of the contracts archive for the entire company.
Checks the contracts and supporting documents before they are signed by the CFO.
Analyses and checks the invoices and supporting documents before they are paid and makes sure they are in line with the internal procedures
Updates daily the invoices archive for the entire company.
Is in charge with the organization of transportation for the participants from the finance and Admin department at events -
airplane ticket reservations, depending on the previously requested schedule, organization of transfers from airports to locations using the company-agreed provider.
Provides administrative support in the relation with the service providers related to the Finance and Admin department. Collects, registers and prepares the documentation necessary for the payment of providers, in compliance with the internal procedures.
Provides administrative support in providers’ selection process for the services needed by the Finance and Admin department.
Prepares the necessary documents to obtain the financial approval for the services provided by different suppliers as requested by the Finance and Admin department, respecting also the internal procedures.
Maintains efficient relations with the courier companies, collects / prepares / sends the mail within the Finance and Admin department;
distributes the mail (including faxes) within the Finance and Admin department.
Schedules and organizes meetings for the Finance and Admin department; prepares the locations for meetings; ensures the necessary supplies;
receives the invitees / visitors / collaborators.
Schedules meetings and organizes the CFO’s agenda
Prepares, at request, various documents / reports requested by the BPAs and provides administrative support for them.
University graduate Fluent in English (writing and speaking).
At least 1 year in a similar position