Logistics And Administrative Assistant

Under the supervision of the Senior Finance Officer (SFO), the Logistics and Administrative Assistant will be supporting the implementation of program administration and the activities related to office administration, operations, logistics, finance, and program implementation in accordance with COSV procedures. Specific duties include, but are not limited to, the following:   FINANCE 1)      Project administrative management: -    Cash management: Ensure the correct management of the cash and under the guidance and directions of the Senior Finance Officer. -    Accountancy management: Support the SFO in project accountancy, filing all accountancy documents and updating the accountancy system. -    Expenses planning and monitoring: In collaboration with the SFO, support the project managers in drafting the project’s financial planning, monitor expenses and their allocation, in accordance with the correct code, financial line and budget.   HR/ADMINISTRATION 1)      Administrative management: -    Ensure the follow-up of due date renewal base contracts (rent, Gas, electricity, etc…) -    In collaboration with the SFO verify the correct administrative management of the projects (contracts, goods and service purchase, call for tenders, HR procedures) in compliance with COSV and the donor’s procedures. -   Cross check the correct filing of all project’s administrative documents in preparation of potential audits according to SFO instructions. -    Assist the SFO in data entry on the accountancy system -    Assist the SFO in the monthly Administrative checks according to COSV procedures   2)      HR management: -    Update Human Resource files (Identity documents, CV, Working Contracts, insurance, amendments. -    Support the SFO in preparation of salaries, per diem, and advances. -    Support the SFO during the Administrative and logistic briefing / debriefing to the new staff.    LOGISTICS 1)      Logistical management: -    Logistical management of mission premises: Oversee the furnishings of premises (offices and guesthouse) and supervise maintenance and repairs of premises according to the authorizations received by the SFO. -    Provision and replenishing of office supplies: Identify needs in stationery and office supplies in consultation with the staff. Establish a follow-up procedure for the stationary store. Undertake purchases and storage of supplies according to the planned budget, to COSV procedures and only after SFO approval -    Assist in planning projects’ activities and events and provide logistical support.  -    Supervise the management, the supply and the equipment of the guest-rooms. -    Provide inputs on creation of office operational policies and procedures; -    Ensure that all new staff and volunteers are provided with copies of the office policies and manuals. -    Supporting the staff in arranging meetings, presentations, seminars and trainings -    Attend meetings as required andprovide logistics support as per instructions. -    Keep track of contract deadlines, and assist in financial operations, purchasing, accounting and office supplies -    Follow the rental car contract and the maintenance of the vehicle. -    Update the database of administrative procedures (Visa, movement authorizations) for official travels of staff in the countries covered. -    Ensure administrative and other legal and regulatory requirements are known and managed in the Organization’s activities.. -    Management of the IT Network: Organize the installation of computing hardware and software (computers, printers, scanners, photocopiers, Network systems). -    Ensure back-ups of information and files are kept on hard disc. Ensure the maintenance and undertake a regular inventory of IT equipment, overseeing the IT consultant. -    Manage the reception desk of the center   Requirements -    A minimum of 2 years of experience in Administrative and Accountancy tasks -    Strong knowledge of the rules of accounting (doublekeeping, accrual method, reconciliations... etc.) -    Precision and diligence in administrative and accountancy tasks -    Excellent organizational and time management abilities -    Capacity of working under stress -    Full proficiency, written and spoken, in Arabic and English languages -    Availability to move outisde Beirut to accomplish ad-hoc administrative and logistics tasks. -    Excellent command of computer skills, e.g. Word, Excel, etc. -    Driving licence -    Strong interpersonal and communication skills