Junior Administrative Assistant

Under the overall supervision of and reporting to the Head of Finance the Junior Administrative Assistant plays a pivotal role in supporting and ensuring smooth operations at the departments of Finance and Human Resources as well as cross-functional teams such as the Director’s Office, Administration Services, Marketing & Communications and IT.

The Junior Administrative Assistant performs various accounting functions primarily associated with accounts payable management. Tasks to include review invoices for accuracy, vouch invoices to supporting documents and purchase orders, ascertain proper level of authorisation, accurately code & record expenses and make payments in a timely fashion. Specifically:

• Performs tasks related to vendor & general ledger accounting, such preparation and submission of journal entries into our ERP system, covering areas such as month-end accruals, prepayment releases and other general entries.
• Reconciles supplier accounts and follow up on outstanding items or discrepancies.
• Ensure the correct allocation of expenses across projects, cost centres, and donors, in coordination with project managers.
• Prepares cash and bank reconciliations, account analysis, creation of supporting schedules in line with GCSP’s SOPs.
• Assists in the preparation of monthly and yearly closings schedules in our reporting and reconciliation tool.
• Assists in the weekly payment runs and treasury reporting.
• Supports the Head of Finance in the preparation and reconciliation of payroll reports and payments.
• Maintains a wide variety of financial information, files and records for the purpose of ensuring the availability of documentation and compliance with established policies.
• Responds to inquiries from a wide variety of sources (e.g. employees, vendors, auditors, etc.) for the purpose of facilitating communication and/or providing guidance among several parties.
• Assists in reviewing financial information for the purpose of identifying potential budget variances, compiling statistical information and conforming to established financial practices.
• Assists in the preparation of quarterly and yearly audit schedules.
• Performs administrative functions (mail processing, file maintenance, etc.) as assigned.
• Supports special projects as required and directed by the Head of Finance.

Human Resources activities (20%)

• Assists with the day-to-day operations of the HR department.
• Provides clerical and administrative support to the Head of Human Resources.
• Compiles and updates employee records (hard and soft copies).
• Processes documentation and prepares reports relating to personnel activities, such as staffing, recruitment, training, grievances, performance evaluation etc.
• Prepares work permit requests.
• Liaises with Insurance broker on Social Insurance, files accident and sick leave insurance claims.
• Assists in the recruitment process, such as screening applications, coordinating communication with candidates, scheduling interviews and sending rejection messages.
• Manages the recruitment mailbox.
• Participates in various HR projects (meetings, staff events, training, surveys etc.).
• Conducts initial orientation to newly hired employees.

• A Federal Certificate of Capacity (CFC) in Commercial Business, a high school equivalency diploma, or relevant vocational qualifications may be considered.

• A minimum of 1-3 years of experience in an administrative support capacity where the primary function of the position was accounting, public administration, personnel administration, financial management or a related field.
• Experience working with an ERP system (past experience with Navision is an advantage)

• Experience with Microsoft Office Suite and E-banking to process payments and ability to learn new software applications.
• Fluency in spoken and written English and French is required.
• Extremely organised, able to multitask and attentive to details.
• Good understanding of Swiss GAP accounting.
• Ability to work autonomously under guidance.
• Committed to deliver quality results under time constraints in a fast-paced environment.
• Ability to maintain strict confidentiality.
• Basic understanding of employment laws.
• Great team player; at ease to interact with colleagues, partners and customers from diverse professional sectors and cultures; respect for diversity.
• Interest and understanding of the non-profit sector