Administrative Assistant

**Location**:Paris

**Contract duration**:Full-time permanent contract

**Start date**:As soon as possible.

**Line manager**: Operations Manager

**Department**: Operations

**Job duration**:Full-time

**Salary range**: €23,700 - €28,400

**About Internews**:
Internews is an international charity with administrative centres in California, Washington DC, London and Paris, as well as regional centres in Bangkok, Kiev and Nairobi. Founded in 1982, Internews currently has offices in Africa, Asia, Europe, the Middle East, Latin America and North America. The aim of our strategy is to strengthen the vitality of the information community.

We strive to support independent media in building resilience in the face of ever-increasing political, economic and security threats. We do this in a wide range of countries and political contexts, each of which requires a holistic, multi-faceted approach and tailored tools and strategies, based on our experience of regulation, digital safety and the protection of journalists, news broadcasters, the media, digital rights and internet freedoms, media sustainability and the fundamental principles of journalism and freedom of expression.

The conditions for a healthy media space are defined by access to reliable, accurate, fact-based information - information that is reliably accessible to all, information that is discerningly assessed by the public, valued by the public and sustained through reliable business models. Public authorities and the private sector have a duty to preserve these sustainable information spaces.

We work to ensure that companies and platforms respect their commitments to press freedom and the independence of journalists. For over 35 years, in more than 100 countries, Internews has worked to create healthy environments for media and information where they are needed most. We have proudly launched hundreds of sustainable organisations, empowered thousands of media professionals, activists, and citizens, and helped our partners reach millions of people with quality local news.

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**About the position**

Reporting to the Head of Operations in the Paris office and working closely with the Finance and Operations Department based in London, the Administrative Assistant will be responsible for all management tasks: administration, accounting, internal communications. He/she will act as the interface between the team in charge of operations and finance, employees, and the company's external partners.

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**Roles and responsibilities**

**Operations and finance (70%)**
- Support the operations and finance team.

o Checking and monitoring payments for invoices - Accounts payable for France

o Budget process
- o Year-end closing process (accounting and statutory audit)
- o Accounting procedures as part of the ERP system and accounting monitoring

o Cash management and réconciliations
- o Internal monthly and quarterly reports - Project donor reports

**Financial management of the programme (10%)**
- Support the operations and finance team.

o Processing expense claims that have been approved and budgeted for appropriately by the teams.
- o Monitoring payment transactions for the various grant agreements.

**General Administration : (20%)**
- Supporting the Operations Director
- o Supervision of general office and facilities management, including contract management.
- o Coordination of the setting up of suppliers and orders in the internal accounting system.
- o Coordinating the review of the procurement process (approval process, contracts and agreements) within the framework of our internal policies and procedures.

o Monitoring the archiving of the association's legal affairs department

o Other work as instructed.

**Training and skills required**

**Prerequisites**
- Training to Bac +2/3 level in administrative and commercial management with at least two years' experience.
- Mastery of the French language
- Proficiency in office automation tools, databases, spreadsheets, accounting software, specific software
- Knowledge of employment law and the legal and regulatory context of the sector (CCN)
- Good knowledge of management and accounting
- Excellent written and spoken English.
- Good organisational skills, ability to prioritise and meet deadlines.
- Ability to work to tight deadlines and manage crisis situations.
- Good listening and communication skills
- Discretion
- Organisation and rigour
- Ability to adapt
- Autonomy
- Initiative

**Desirable**
- Professional experience in an international NGO
- Good understanding of financial regulation and systems
- Other languages: Russian, Arabic, etc.

Vacancy Timeframe:
Applicants should submit a brief covering letter and a CV highlighting relevant experience.
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- The above job description is not intended to describe in detail all the tasks that may be assigned, but rather to give the jobholder a general idea of the responsibilities and expectations of the position. The essential functions of this positi