Administration/finance Assistant

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the world’s largest volunteer-based humanitarian network. The Federation is a membership organisation established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.   The Administration/Finance assistant is responsible to provide the required assistance for the overall administrative and financial management for the Lebanon office.S/he is responsible for the smooth running of all issues concerning HoCO administration, finance and office support. Key tasks and responsibilities  Lead the office on administration procedures, maintain and develop administrative procedures as well as manage the archives and records of Lebanon office according to IFRC guidelines. Provide assistance in all tasks related to financial management of Lebanon Country Office. Arrange the “Welcome” package for each arriving staff /delegate/visitor, to include information on the country, security and general information and arrange briefing programme as relevant Responsible for follow up visas and permits for delegates, staff and visitors  Documentation management including preparation, tracking and ensuring proper filing systems are in place for the office Provide various PA duties including management of HoCO’s diary; drafting letters/faxes and other correspondence, taking minutes of staff meetings, drawing up programmes for selected visitors to Lebanon office Manage the translation service, including an in-house translator and out-sourcing to external translation and interpretation companies as needed. Together with the Regional Office; follow up tax reimbursement processes with national authorities Daily data input into Coda financial system in an accurate, efficient & timely manner. Checking that financial codes are correct before booking the transactions, and inform line manager of any unavailable codes in the Coda system. Organizing and filing of CODA documents, according to the standard filing system. Prepare the monthly field returns files to be submitted to the Regional Finance Unit in accordance with the deadlines, ensuring the availability of all supporting documents, and inform line manager of any missing documents. Petty cash management where necessary, including ensuring that all transactions are correctly authorized and fully documented. Preparation of the monthly cash count and obtain the required management signature.  If appropriate more regular cash counts should be undertaken. Monitor the office petty cash balances, and advice on any need to re-feed the petty cash in a timely manner. Preparation of the office payment authorizations for signature, ensure that all supporting documentation is attached. Ensure that all payments are validated and approved by the budget holder. Assist in preparing cheques & bank transfers where necessary. Provide the working advances to office staff on time without delay and monitor the working Advances given to staff and obtain staff sign off on outstanding balances at month end. Follow up and ensure clearance of working advances. Calculate, reconcile and advise staff on the outstanding working advance amount. Advise Finance manager on any pending working advance which requires his action to solve the issue. Assist with the preparation and coding of staff working advance journals where necessary. Manage Lebanon office’s vehicle fleet according to IFRC standards, and manage vehicles movement and field trips and ensure adequate security for the office and its properties. Ensure that all personnel have a well-equipped workstation and attend to any requests regarding stationery and furniture. Supervise the receipt and safe storage of all goods and stationeries in the office. Ensure that adequate systems for stock control are in place including physical stock take every six months for office or household furniture and equipment.   Organise at least once a year physical stock takes and check all fixed asset movements and disposals in order to reconcile and update the record on the Fixed Asset Register and the Insurances contract. Inform the Finance Manager of the results and any discrepancy. Evaluate the depreciation of all assets and organise with the concerned staff the disposal according to the Federation procedures. Maintain adequate insurance for Federation assets Any other task assigned by the line manager Lateral relationship Establish and ensure effective working relationships with the staff, management & related work partners. Ensure effective working relationships with technical and service departments in the region as required. Accountability Ensure compliance with Federation procedures, regulations and policies in the area of operation. Seek management and policy advice and guidance as required. Values and Competencies The core competencies set the standard for all Secretariat staff. We expect our people to be accountable, placing primary focus on building NS relations, having the technical skills to get results and working effectively in teams sharing knowledge and best practices through good communication skills. Person specification Qualification Required Preferred General In good mental & physical health X   Qualifications University Degree.   X Professional /academic qualification in finance/accounting or administration X   Experience Minimum of 2 years work experience in a financial/ administrative role. X   Experience of working for the Red Cross/Red Crescent   X Experience of working with Federation accounting systems   X Skills Advanced skills in computers (Windows, spreadsheets, word processing and accounting packages) X   Knowledge and experience of CODA   X Fluent in both English and Arabic X   Core competencies - a high degree of competence in Teamwork; commitment to the International Red Cross & Red Crescent Movement; integrity & personal conduct; sensitivity to diversity; flexibility & adaptability; initiative & direction; interpersonal skills; resilience X   ProActive and Highly organised X   Able to work independently and in stressful situations X   Resourceful and capable to research and source information X