ACCOUNTING

General and cost accounting

  • books keeping, invoicing, payments (salaries, subcontractors,  reimbursements of expenses for people travelling all over the world, suppliers..),
  • supervision of the W3C supporter program http://www.w3.org/Consortium/sup, this program is team only so you won't be able to open the page
  • preparation of data for budget administrators (in order for them to follow their budgets).

Fiscal year closing

  • I help the expert accountant by taking over him a part of the tasks he used to have to prepare the closing of accounts. I prepare and control the documents and invoices
  •  I check the "Sicav" file I maintain all over the year. It is an excel sheet where I gather the gain and losses of what I buy and sell on the stock market.
  • I reconciliate the bank accounts and work with the management, the chartered accountant and the auditor.        

The workload being more and more important every year I hired an assistant who helps me for the basic tasks (book entries, checking of invoices... 

 

FINANCE

Cash management

  • I am in charge of having the accounts run properly (I plan the coming incomes and expenses, check the accounts twice a week, I am the contact with the bank)
  • I gather all the information to manage the W3C and ERCIM global budget with the manager. I check the data with the accounting, sign electronically the wires. Only two persons are responsible for this action at ERCIM ("to press the button" to send the money ) : my manager and I.

I also act on the authority of my manager to sign checks

 

HUMAN RESOURCES

Payroll

  • I am in charge of all kind of declaration to the french administration when hiring someone or ending contracts. Declaration of sick leave, maternity leave, vacations...
  • I calculate and pay the salaries and gratifications to fellows or trainees,
  • I calculate and declare the monthly, quarterly and yearly social charges,
  • I inform the employees on their rights regarding the DIF (individual rights for training). I follow the number of hours an employee gets and uses all over the year,
  • I read professional magazines to be up to date with regards to legal matters and inform the management of the potential changes,
  • I provide my colleagues with the new employees' data in order for them to activate badges or whatever is needed to work in good conditions
  • I edit and sign all kind of certificates.

 Contracts - subcontracts

  • I double check the contracts written by the manager when a new person is hired,
  • I write the subcontracts . Follow-up on an excel table which gathers the terms and amounts of the contracts 

Professional training

  • I participate in meetings organised by the DDTEFP (French Direction for Employment, Work and Professional training).I initiate and gather requests coming from the employees (I created a follow-up table),
  • I initiate and gather requests coming from the employees (I created a follow-up table),
  • I meet the managers of schools and people from our subsidy company ,
  • I am the contact person between the employees and the schools for the coordination of the courses (I'd like to have this task taken over by one of my assistants since it is a real burden sometimes),
  • I set up the files

Social / miscellaneous

  • I make case by case investigations and help the staff for personal requests.

 

MANAGEMENT

I manage 6 persons

  • I organise monthly meetings and maintain a page where people write the percentage of their time spent on each tasks they are responsible for.

Staff reviews

  • Staff reviews are part of the manager work and take time to prepare. This is the time where the employees can express their wish, their feeling regarding their work and working environment, what they would like to do, their goals... We can focuss on specific issues and try to find solutions.

    The annual review does not prevent me from talking face to face to my team during the year of course.

Recruitment

  • Recruitment for my team : I prepare the job description, select the CVs and meet the candidates.

Meetings

  • Management meetings : we have weekly meetings where we can make annoucements, raise issues or take decisions
  • I am part of the W3C and Ercim Finance task groups where I have to explain the numbers and help the manager with the global budget. Twice a year the manager and I have to explain the accounts to the W3C finance people at MIT (Massachussets Institute of Technology), including the CEO (Chief operator Officer) and to the ERCIM finance task group.

Delegation of authority

I am responsible for signing checks, wires and all kind of certificates that represent ERCIM.