Assistant Administration and Accounts Officer

Closing date: 
06 Mar 2020

Context and Background

The Assistant Administration & Account Officer (AAAO) is responsible for handling administrative and accounting duties for Vallée de Mai management, which includes handling day-to-day office tasks, communications and accounting activities.

Duties and Responsibilities

Accounting Duties and responsibilities

Work is performed by applying knowledge of accounting terminology and using spreadsheets and or automated accounting system.  Responsible for all financial transactions related sales.

  • Process and reconciles all accounting documents such as invoices, cash receipts, cashiers statements.
  • Reconcile daily sales and revenues collected  from point of sales
  • Cross check daily float from cash box for all point of sales
  • Compile reports and review data for accuracy and submit report promptly to the Headquarters account section.
  • Conduct daily banking transaction
  • Responsible for all internal and external payments including salary
  • Ensure correct record keeping for all payments
  • Maintain  inventory of fixed assets  for VDM / Cafeteria / Souvenir shop / Site Manager’s house and office at Fond B’Offay
  • Assist with purchasing of items for Cafeteria when required
  • Processing of overtime forms and Work Records Sheets for VDM staff - Admin
  • Manage  petty cash, keeping proper records and submit request for recoupment of cash
  • Liaise and communicate efficiently with HO accounts

Administration Duties and Responsibilities

Act as a support staff to the Site manager and other heads of departments by assisting with administrative duties.

  • carry out filing
  • Keeping attendance , sick leave record  of personnel
  • Monitor attendance
  • Update records
  • Process annual leave request to Head Office
  • Process staff request to Head Office
  • Assists with typing duties
  • Route incoming and outgoing correspondences promptly
  • Schedule meetings and appointments
  • Perform dispatch
  • Responsible for distributing pay slip
  • Liaise and communicate with Human Resource and Administration Officer

Any other relevant duties assigned by Supervisor

Skills and Attributes:

  • Computer literate- The ability to use various specialist applications
  • Communications – Good verbal  and written communication skills
  • A genuine interest in Business and Finance
  • Good administrative skills
  • Honest and discreet attitude when handling staff personal matters and company’s account
  • Willingness to face  challenges and undertake professional development
  • Teamwork
  • Problem Solving
  • Attention to the datails attitude

Professional Experience:

Minimum 2 years of professional experience in public or private sector is required

Qualifications and Experience

Minimum Diploma Level in subjects related to the post e.g. business studies, Secretarial and accounting or minimum 2 years working satisfactory working experience in the related field


Fluency in English, French and Creole, knowledge of additional languages will be an asset.

Additional duties (handover note from VCSC):

  • Compile commission list ensuring all terms and conditions are met before forwarding same to SAHRO/FC for payment
  • Prepare rota for Operations and Sales staffs
  • Verify clock cards and work record sheets for all staffs
  • Verify Leave applications forms for approval by SM and HO
  • Assist with staff appraisals
  • Assists with completion of best employee performance evaluation form
  • Go through contracts of employment with new recruits and ensure that all staff has a valid signed contract and job description