Administrative Officer

La Congolaise des Routes is recruiting an Administrative Manager on a fixed-term contract.

Job description

Under the authority of the Administrative Director, the Administrative Manager ensures the management and follow-up of administrative files of LCR. As such, it ensures the processing of mails, the follow-up of purchase orders and the good performance of administrative documents. She also ensures the administrative follow-up of personnel files, participates in the preparation of payroll elements and ensures the follow-up of employment contracts and their deadlines. It contributes to the management of general means and ensures the administrative follow-up of supplier invoices as well as the preparation and monitoring of payment files, in accordance with LCR’s internal procedures. It ensures the proper maintenance, updating and archiving of the files entrusted to it, and reports to its hierarchy on any difficulties or anomalies found.

Main duties

A. Management and follow-up of administrative files

Receive, record, classify and archive mails and administrative documents. Ensure the follow-up of incoming and outgoing mails and their transmission to the persons concerned. Prepare and follow up purchase orders. Verify the presence of documents necessary for processing administrative files. Update the tracking tables and ensure the physical and digital classification of documents.

B. HR administrative monitoring and participation in payroll management

Collect and update employee administrative documents. Collect the necessary elements for payroll preparation, including absences, leave and overtime. Ensure administrative follow-up of staff absences and leave. Prepare administrative files for new employees. Participate in the collection of documents necessary for the establishment of employment contracts. Prepare and classify documents related to staff entry and exit. Ensure the classification and confidentiality of personnel files.

Education and experience

Êbe holder of a degree at the Bac level +2 in administrative management, business management, accounting, human resources or an equivalent field. Have 2 to 3 years of professional experience in an administrative position or similar field. Experience in payroll management, monitoring of employment contracts, supplier management or invoice tracking is an asset.

Technical skills

Good control of the classification, monitoring and archiving of administrative files. Knowledge of administrative human resources management. Ability to monitor employment contracts and their deadlines. Knowledge in the preparation of variable payroll items and in monitoring payroll records. Ability to write simple letters and administrative documents. Ability to prepare reports, notes and minutes. Good command of office tools, including Word and Excel. Ability to track orders, invoices and supplier records. Ability to maintain up-to-date administrative tracking tables and verify the presence of supporting documentation. Knowledge of internal administrative procedures and compliance with confidentiality rules.

Management skills

Ability to organize and plan administrative tasks. Ability to manage priorities and meet deadlines. Ability to coordinate administrative activities within its scope. Ability to track multiple files simultaneously. Ability to anticipate deadlines and report delays or difficulties. Ability to report regularly to its hierarchy on the status of files. Ability to seek the opinion or arbitration of the hierarchy in case of difficulty or decision beyond its powers.

Soft skills

Rigor and attention to detail. Sense of organization and method in work. Discretion and respect for the confidentiality of the information processed.

Responsibilities

Sense of responsibility and respect for internal procedures. Analytical mind and ability to synthesize information. Responsiveness to requests and unforeseen events. Good relationship and quality of exchanges with internal and external interlocutors. Team spirit and ability to work in collaboration with different departments. Ability to adapt to priorities and changing business needs. Sense of service and availability in processing requests. Ability to communicate clearly, both orally and in writing.

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