Administrative Assistant– Internews International At Internews Europe

Job Title: Administrative Assistant– Internews International

Career Stream: Support

Career Level: Support Level 3

Department: Executive Office

Job Family: General Management

Job Sub-Family: Multi‐Discipline

Location: Paris, France

Workplace Designation: Partial Remote

Term: CDI subject to 3-month probationary period

Funding: Split

Line Manager: Operations Manager, Internews International

Also Reports To: N/A

Direct reports: N/A

Salary: €27,600 – €30,000

About Internews:

Internews empowers people worldwide with the trustworthy, high-quality news and information they need to make informed decisions, participate in their communities, and hold power to account. Our vision is to unleash human potential everywhere by turning on the bright light of information.

For more than 35 years, in more than 100 countries, Internews has worked to build healthy media and information environments where they are most needed. We have proudly launched hundreds of sustainable organizations, bolstered the skills of thousands of media professionals, activists, and citizens, and helped our partners reach millions of people with quality, local information.

Internews is a charity operating internationally, with administrative centers in California, Washington DC, London, and Paris as well as regional hubs in Bangkok, Kiev, and Nairobi. Formed in 1982, Internews currently has offices in Africa, Asia, Europe, the Middle East, Latin America, and North America.

During 2017, Internews Europe initiated the process of acquiring effective control of the French Non-Profit Association Internews International. Both companies prepare statutory consolidated reports. Internews Europe and Internews US both form the Board of Internews International. All Internews companies have the same vision and mission.

About the role

The post holder will have a cross-disciplinary position in the Operation and Finance team. The postholder will work closely with the Operation Manager based in the Paris Office, the COO, and Senior Finance Director team based in London. The post holder will be expected to engage in tasks as required to ensure the achievement of departmental targets. He/S (he) will have the right to work in France.

The post holder will have the right to work in France.

Roles and Responsibilities

Operation & Finance (70%)

Support Operation & Finance team

o Monitoring and payment tracking for invoices- Account Payable for France

o financial reporting process for II

o Budget process for II

o Year-end closing process (accountant & statutory audit)

o Bookkeeping procedures under the ERP system and the monitoring of entity II accounting

o Cash Management and reconciliations

o Balance sheet reconciliations

o Internal monthly and quarterly reports – Project donor reports

Programme Financial Management (10%)

Support Programme officer and Grants team

o Handle claims for expenditure approved and budgeted appropriately by the teams.

o Assist the projects teams to monitor payment transactions for the different grant agreements.

o Supporting teams in applying procurement policies to stakeholders engaged on projects.

General Administration: (20%)

Support the Operation Manager

o Oversight for general office and facilities management including contract management.

o Coordination in set up vendors and PO in the internal accounting system.

o Coordination in review procurement process (vetting process, contracts, and agreements) related to our internal policies and procedures.

o Monitoring the archiving of the Association’s Legal Affairs Department

o Other work as directed.

Person Specification

Essential

· Technical post high school certificate in Admin or Finance or any other related subject

· At least 1 years of Financial and/or administrative experience gained in a demanding and fast-paced environment.

· Excellent English written and spoken skills.

· Good organisational skills, the ability to prioritise and to meet deadlines.

· Accuracy and attention to detail

· High degree of proficiency in Microsoft applications

· The ability to be flexible and adaptable, working as part of a small team.

· Ability to support non-finance staff in financial responsibilities.

· Self-motivated, strong initiative and problem-solving skills,

· Office management and coordination skills, including the demonstrable ability to work successfully with external stakeholders and vendors.

Desirable

· French language proficiency.

· Other regional language proficiency i.e. Russian, Arabic, Turkish, Farsi.

· International NGO working experience.

· An interest in media & journalism, international relations, and geopolitics.

Recruitment timeline:

· Closing date for applications: 03 March 2024.

· Interviews week beginning: Applications will be reviewed, and interviews scheduled on a rolling basis.

Candidates must submit a succinct covering letter of no more than 2-pages explaining how they satisfy the requirements of the person speciation in addition to a CV highlighting relevant experience.

The above noted job description is not intended to describe, in detail, all the tasks that may be assigned but rather to give the job holder a general sense of the responsibilities and expectations of his/her position. As the nature of business demands change so, too, may the essential functions of this position.