Office Manager (Lebanese Nationals Only)

Background ACTED is an International Non-Governmental Organization registered in France with global operations in Central and South Asia, Europe, Middle-East and Africa. ACTED has been active in Lebanon since 2006 operating mainly in the North and Beirut and Mount Lebanon governorates of Lebanon. ACTED has been implementing WASH and Shelter interventions in various areas of the country. **Please note: This is a local position. Only Lebanese citizens are eligible to apply.** ASSIGNMENTThe Office Manager, under the supervision of the Country Director, is responsible for supporting the implementation of ACTED’s projects and programs by taking responsibility for administrative support functions in the designated area of activity. As such, the  Office Manager is responsible and accountable for the all the financial, administrative, and operational functions allocated to their region of activity during their mandate.   FUNCTIONS A. Finance:- Fill in Vouchers on a regular basis and ensure registration of vouchers in the cashbook- Proceed with payments for all items and services approved by Finance- Check the Safe & Cashbook at the end of each day and ensure that the balance matches- Deal with Money Exchange, change money for the cashbooks whenever needed and register it- Deal with Money Transfer, registration and exchange of voucher reference between Country Office and area- At the end of each month, check the balance in the cashbook and in the safe and release the cash checking statement with the area coordinator - Check vouchers quality on a regular basis - Completing Cash request procedures in coordination with Logistics and Program in the base/s and report to the Country Office B. Logistics:Procurements:- Follow-up procurement & supplies for the area in coordination with the country office in Beirut.- Check deliveries follow-up of each procurement contracts;- Procure all projects and office logistical requirements based on ACTED procurement guidelines.- Communication with field office(s) via e-mail, skype or cell phone in order to provide on time procurement supports.Filing/Reporting- Send monthly reports to CLM which Includes – (Fuel consumption report, asset follow up, stock situation report, Communication report);- Create separate binders for each reporting documents and file in line with Logistics Filing procedures;Transport:- Make separate binders for each vehicle and filing all necessary documents (i.e. copy of rental car contract, copy of fuel slips, with all bills and documents, car monthly log book, fuel consumption follow up, accident form with attached documents etc.- Creating a binder for all vehicle fuel consumption report;- Ensuring all vehicles are in good condition and ready for use;- Organize the driver duty schedule and ensure the movement of board is filled in regularly- Follow up of staff movement between Area and capital offices;- Supervise the fuel consumption of each car and report directly to CLM- Provide the monthly report to Capital logistics department and file copy of fuel consumption report in “Transport follow up” binder.Asset Follow ups/IT support:- Ensure all ACTED assets are registered and codified with numbering (refer to ACTED Log Manual for details);- Ensure that asset is given to users, after completion of “Asset Reception Form”;- Make sure ACTED assets are all in good condition (Motorized assets, office assets, projects tools, office/guest house assets/items.. etc.).- Ensure that e-mail, and IT equipments are functioning properlyStock/Warehouse Management:- Ensure all commodities and goods are well organized in the stock by project/program- Ensure all commodities and goods have stock cards and registered in “Stock Situation Report”;- Ensure all commodities for stock commodities IN/OUT have “Stock Request” form, “Waybillor Reception Voucher” and properly recorded in “Stock Cards” and “Stock Situation Report”;- Ensure the tidiness and well protection of goods/commodities in stock and monthly stock inspection form is filled in by (non-logistic member) regularly;- Ensure the safety and security of stock/Warehouse and ACTED commodities/goods within stock; - check the fire extinguishers are in working condition in stock, control the entrance and exit door locks etc.) C. Admin/HR:- Management of public holidays & keeping informed all bases/staff (national/International).- Control & checking attendance sheet of staff and arrangement of monthly (Titanic) report for salary payments;- Management/Follow up of staff leaves and Attendance Sheets and provide necessary forms for staff, while needed. D. Security:- Take appropriate measure to secures ACTED premises, personnel, assets and properties by regular monitoring and control of ACTED existing security set up;- Participate in area Security meetings and provide feedbacks and report to the team and Coordination;- Conduct regular security assessment and monitoring surveillance equipment; inspecting buildings, equipment, and access and entry points;- Prevent losses and damage by reporting irregularities; informing violators of policy and procedures; restraining trespassers.- Supervise ACTED staff movement, control drivers and provide security guidance to national staff on security situation in the area of intervention;- Maintain strong communication to report and record observations, information, occurrences, and surveillance activities;- Maintains strong security/safety steps by monitoring and setting building and equipment controls.- Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; coordinate with logistic and calling for repairs; evaluating new equipment/replacements;- Update and brief staff the security situation in ACTED area of intervention;