Tasks and Responsibilities Overview:
The administrative manager is responsible for the management of all administrative functions within the institution. They will oversee the processing of documents related to human resources, finance, and administration, as well as managing the record keeping systems and ensure compliance with the policies and procedures established in these areas.
Tasks include but are not limited to:
HR Management
* Manage the processing of all documents related to HR, including documents related to salary, social security statements, social benefits enrollment forms, and changes in employment status
* Ensure compliance with the human resources policies and procedures in place, including record keeping requirements and reporting obligations
* Oversee that the laws and regulations related to human resources are respected, notably the laws regarding wage and working hours, security regulations, and other labour laws
* Respond to employee inquiries concerning policies, procedures, and HR programs
* Report HR statistics – sick leave, hours worked, hours per Partena code worked
* Manage the data transmission and communication with the social secretariat, temp agencies, and external HR partners
Management of Finances and Accounting
* Budget
o Volumes (production/sales)
o HR
o Margins
o Fixed costs
o Balance Sheet
* Audit/Reporting
o JEFI : preparation of CA notes and information package
o SOX
o In-depth ad hoc analysis
* Accounting Management :
o Manage invoice approvals, purchases, and supplier/vendor creation, etc.
o Other general management topics
o Monthly/annual closing procedure
o Inventory valuation (Coils, FG, Consumables, VNR calculations, etc...)
o Organize annual and circulating inventories with the site manager
o Payroll analysis + intercompany refills
o MRF + MRF cash-flow
o P&L review
o Capital expenditure reporting
o Calculation of CTT90
o Coordination with shared accounting services
Management of Site Administration
* Provide administrative support for the human resources service, i.e. scheduling meetings, preparing reports and record/file keeping for the service.
* Manage incoming/outgoing mail
* Internal and external training
* Monitor and document SPF trainings
* Training plan
* Monitor regulatory and legislative compliance (social/financial)
* QHSE administrative assistance
* Updating documents - ISO 9001/14001/45001
* Organization of various action plans
Data Protection Officer
* Coordination with internal and external stakeholders
* Person of contact with the supervisory authorities
* Ensure compliance with RGPD and other regulations
* Education Requirement (minimum) :
Master’s 60 in economy, social legislation, HR, or equivalent by experience
* Required Experience :
o Minimum 5 years of management and/or human resources experience
o Excellent knowledge of office tools (Excel-Powerbi)
o Experience with internal management systems (SAP/Sofie)
o Excellent general knowledge and mastery of social and accounting legislation
o English level C1