Administrative Assistant

ACF, an International NGO operating in Lebanon since 2006,  is looking for an Administrative Assistant, based in Zahle, working frequently from the sub-office in Jdaide village, Bekaa. ACF offers a competitive salary package, a respectful and motivating working environment, trainings and promotion opportunities and is committed to core humanitarian values. Please visit our website for more information on the organisation. ACF is commited to the principles of non-discrimination and diversity and is particularly interested in receiving applications from a broad spectrum of qualified people.  ACF never asks applicants to pay anything during the recruitment process. It is entirely free. GENERAL RESPONSIBILITIES Under the supervision of the base administrator, the admin asssistant will have the following main responsibilities : Responsible and liable for the safe Manage all cash transactions once validated by base administration and ensure that ACF Procurement and Commitment of Expenditure Procedures have been respected. Make payments from Jdaide office (Bekaa) when required. Support HR officer on archiving and liaising with Jdaide office when required Support with additional tasks as identifed by the base administrator. DETAILED RESPONSIBILITIES AND TASKS Objective 1 : Ensure the appropriate cash management at the base level Cash management: Manage the cashbooks in a secure way *** Give professional advances to all departments following ACF internal procedures and ensure that they are closed within 48h (with authorized exceptions ) *** Make payments, using good payment forms, checking the invoices conformity with internal standards and the presence of the required documents *** Make payments from Jdaide office when required *** Record payments in cash books on a daily basis and submit it at the end of everyday to the base administrator or the base accountant *** Proceed to cash verifications on a daily basis, and with the signature of the Head of base, and as well at the end of the day and end of the month (Monthly cash reconciliation) *** Inform the base administrator when the cash balance is low in order to withdrew money Compliance: Before any payment, ensure that ACF procurement and Commitment of Expenditure Procedures have been respected and report to the Base administrator any discrepency or non-respect of the procedures *** Verify that all invoices meet internal standards of invoicing (date, supplier, name, adress, contact details, quantity, specification, per unit and total price of items, signature and stamp of supplier, should be legible if hand written, translation into English) before payment and inform the base administrator in case of discrepency *** Verify with the Logistics Department and other authorized purchasers that the Supply Purchase Orders are properly filled in with correct budget codes (mentioned in the procurement requests) and Purchase Dossier file number, and that they are properly recorded and followed up until payment. Inform the Logistic Department of data required in the invoices. *** Inform the Base administrator if some expenditures are non eligible or suspicious. *** Support in the preparation of audits Objective 2 : Ensure the appropriate archiving of all supporting documents Keep all supporting documents organized and secured at all times as per the archiving policy *** Upon request, support the HR officer to ensure the proper archiving and scanning of the HR documentation *** Report to the base administrator any missing or incomplete document *** Keep the confidentiality and security of all ACF records and information gathered in the course of employment with ACF  Objective 3  : Security Respect the security rules specified in the mission and base security plan, see to it that the team under his/her responsibility complies with the security plans;and perform the security management tasks that can be assigned in its protocols** Communicate to the security managers of the working location any security related information or non-compliance with the security plan Objective 4 : Support to ACF humanitarian goals Support HR officer in liaison with Jdaide office (attendance follow up, document transfers...) *** Support emergency interventions, as per the employee's capacities ** Support any activity that helps achieving ACF humanitarian goals, as per the employee's capacities REQUIRED SKILLS, EXPERIENCE AND ABILITIES At least 2 years experience in administration or finance, preferably in NGO Professionalism, Good organization skills, Sense of confidentiality