Vaga para Administrative and Financial Assistant

Support with management of documentation with the main objective of ensuring that (1) nothing is lost and (2) payments are made within the pre-established time frame. Assist and respond to the Financial Department’s service needs.

Responsibilities:

• Be “the engine” of the Financial Department, ensuring that each type of document follows a fixed and well-known circuit within a controlled period of time.
• Segregate all processes to be sent to finance directors’ approvals (e.g.: HR documents, Operations, NTW, Accounting, treasury…urgent and non-urgent documents),
• Coordinate payment with accounting and treasury team
• Organize the general operations of the Finance Department by maintaining a well-organized spreadsheet of all the directions leaves
• Organize the Finance director’s meeting’s agenda and all activities requested by the finance director promptly.
• Set up and manage the Finance directors’ approvals meetings on daily basis to push the approvals flow
• Co-work with the accounting department and treasury on receiving invoices booked and ready to be paid versus invoices paid,
• Send the POP to all suppliers whenever received from the bank or from treasury,
• Mark with TEMMOC white seal or “paid stamp” all payments performed via a letter of transfer to avoid duplications or misplacement or even to avoid error of not submitting these letters to the bank.
• Cross check all financial documents allowed (attachments to supporting documents) before sending for financial director’s approvals,
• Creation of POs for all the Finance Direction,
• Verify validity, renew expired and traduce existing contracts in foreign language and seal for payment readiness, all contracts with suppliers in coordination with legal department, treasury, and procurement departments.
• Provide administrative support services to the Finance Director and advise him on compliance with Compliance obligations, including: (i) Receive and distribute the CFO’s internal and external correspondence; (ii) Attend and guide visitors to the intended locations if necessary; (iii) Control the completion of mandatory trainings for Total Energies employees and collect supporting certificates or any HR requirements, maintain statistics, send reminders to absent employees.
• Be the back-up to the Assistant Director General and the interface between the Financial Directorate and the Administration Service.
• Be back-up on invoice controlling and approval flow
• Support Controlling team on checking the material groups for creation of POs
• Be ready to support the finance direction and director in any task that may be required.

Qualifications:

• Degree in Management, Accounting, Administration or other relevant area.
• Fluent in Portuguese. Good written and oral communication skills and in English.
• Good computer skills from the user’s point of view (Word, Excel, internet)
• Pragmatic spirit that “likes to see things done”.
• Appetite for human relationships. Diplomacy.