Administration Officer

3 weeks ago


London, United Kingdom Quebec Government Office Full time

**The Québec Government Office in London is recruiting an Administration Officer**

**Organisation**

The Québec Government has a network of 34 offices throughout the world, including nine general delegations (Québec government offices) in the following cities: Paris, Brussels, Dakar, London, Los Angeles, Munich, Mexico, New York and Tokyo.

Through its representations abroad, the Ministère des Relations internationales et de la Francophonie supports Québec businesses, creators, researchers and institutions by offering them services, advice, and activities tailor-made for the various countriesin its network.

The Quebec Government office in London (QGOL) fulfills a mandate to promote trade, innovation, education, culture, and foreign investments. It offers businesses, creators, researchers, and Quebec organisations and establishments personalised services, advice,and activities based on development objectives in the United Kingdom, Ireland and Nordic countries.

For further information on the Québec Government Office in London, please consult our website.

The Administration department works closely with both the executive management of the Administration department of the Ministry, as well as the various departments within the Québec Government Office in London. As such, it plays an essential role in coordinatingthe functioning of the Office. The Administration department coordinates all activities linked to the management of human, financial, material and IT resources, as well as property management, technical services and the security of the QGOL.

**Description of the Role**

Under the immediate authority of the Head of Administration, the Administration Officer will:

- Check all requests for payments and suppliers’ invoices submitted by colleagues, ensure the correct financial coding and send them to the financial department at the Ministry for payment;
- Make payments by BACS transfer;
- Check employees’ expenses following the current directives on the internal online portal;
- Prepare the QGOL monthly and yearly budget, as well as those of the other 6 departments, and check the accuracy of the information before sending the budgets to the other Heads of Department and the Agent-General;
- Prepare monthly spreadsheets to replenish accounts with the correct financial coding for expenditures by debit card, credit card, then send to the Financial department at the Ministry;
- Prepare the bank reconciliations on a monthly basis;
- Manage payroll for locally-recruited staff members, and send the required information for employees’ pay and the relevant deductions at source to the appropriate Departments;
- Send the reports of net salaries to the Financial department at the Ministry, check payroll reports, pay employees’ contributions to HMRC and to pension providers;
- Liaise with our payroll company and HMRC to ensure the accuracy of the tax code, NI, P60, etc.
- Manage locally-recruited staff members’ annual leave, sick leave and all other leave on our online portal;
- Oversee the functioning of the technical office and communication services and communicate with suppliers or the IT department if necessary;
- Oversee the functioning of the property management and maintenance of the office and contact suppliers accordingly;
- Keep the inventory of the different supplies (office, maintenance, etc.) used by the QGOL and maintain adequate stocks;
- Prepare different reports (monthly required reports, payroll reports, pension reports) according to deadlines;
- Ensure that the QGOL follows all rules and regulations with regards to health and safety;
- Carry out other varied administrative tasks.

**Required profile**
- A university degree or similar experience in a field related to the position;
- A minimum of 3 years’ experience;
- Accounting skills and great competence with figures;
- Experience with payroll;
- Excellent knowledge of French and English, both spoken and written;
- Good computer skills (Office 365, Oracle, internal programmes);

The Québec Government Office in London is an equal opportunity employer.

**Desirable Skills**
- Demonstrate extremely good organisational skills, precision, rigour, discretion and independence;
- Be proactive, diplomatic and a team player;
- The post holder will have to familiarise themselves with the different governmental administrative processes and procedures which they will have to use in this role;
- Ability to meet deadlines and multitask;
- Maintain good communication with other colleagues and counterparts.

**Applications**

**Terms and conditions**

Grade:6

Annual salary: £40, 397 (level 1)

Working week: 35 hours (Monday to Friday)

**Other relevant information**

Professional references will be required.


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