Administrative & Logistic Assistant- Syria Mission Based In Beirut

The  Administrative and Logistic Assistant is responsible for the implementation and monitoring of the administrative, financial and logistic organization of the remote office of Premiere Urgence in Beirut for the Syrian mission. His/her responsibilities include but are not limited to daily accounting and cash handling, overall financial follow-up, participation in human resources and logistic supply processes, with a permanent view to confidentiality. He/she controls that all the Office Administrative and Logistics components are strictly and constantly respecting PU official guidelines and are in line with the Coordination office in Damascus, with support from the Administrative Coordinator and the Logistic Coordinator. Responsibilities and tasks Implementation and monitoring of the office administration and finance:- Monitor the daily payments, cash / bank books and cash forecasts:- Monitor the Beirut office cashbox(es),- Ensure the timely payment of expenses, and prepare monthly reports on expenses,- Prepare cash flows, cash needs and cash forecasts in coordination with all departments of the office, on a weekly and monthly basis,- Ensure daily follow-up of the expenditures in the appropriate book,- Control that all transactions are in respect of PU validation and eligibility rules,- Record transfers, advances, exchanges and bills in cashbox(es) and safe accounts,- Follow up bank accounts and prepare monthly reconciliations,- Prepare cash inventories and monthly closing,- Ensure constant security of cash handling,- Participate in the preparation the monthly accounting with SAGA software and send every month the provisional writing for Beirut base cash and bank books to Damascus Finance office.- Collect, treat and archive the administrative documentation:- Gather, control, file, scan and archive all accounting and administrative documentation (invoices, advances, contracts...) according to PU standards, and safely send them to Damascus on a monthly basis,- Check that each invoice contains the accurate information and support documents, translate all invoices and any requested information in English,- Classify invoices by program number and date, and attribute to each invoice a unique number.- Reporting on the office administration:- Assist the Administrative and Financial Coordinator for the preparation of financial audits for the office / mission (external and internal),- Support the AFC in the preparation of monthly and annual financial reports to HQ.Development and monitoring of the Human Resources organization:Administrative management & follow up- Prepare and/or gather supporting documents related to each local staff contract: PU-AMI card, ID and driving license copies, blood type justification, certificates...- Help preparing local staff contracts (new recruitments, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions,- Forward updates regarding all expatriates and local staff and their contract terms (dates, position, monthly allowance), as well as all original document to Damascus- Keep track of the days off for the national staff and ensure the process is respected,- Follow the evaluation/appraisals deadlines and inform the managers accordingly,Recruitment policy- Follow the implementation of PU recruitment policy,- Ensure that all the recruitment document (selection grid, comparative table, technical tests) are duly filled, archived and available,- File and archive the recruitment documentation,- Help prepare the integration of new employees (contract, email, document to bring...).Payment- Prepare the pay roll at the end of each month,- Prepare the expatriates per diem at the beginning of each month,- Help in the calculation, provision and payment of NSSF (social security) and income taxes via Ministry of Finance (monthly and yearly) as well as all other annual declarations to Ministry of Finance,- Update the Salary database every time a change arises.Development and monitoring of the Office Logistic organization:Supply Chain and procurement:- Follow the office procurement in coordination with the Logistics Coordinator and following PU supply chain and procurement procedures,- Organize the supply of items and materials according to the needs (with specifications) and securing approval (all necessary signatures) before proceeding,- Ensure that project codes, account codes and budget lines have been determined in coordination with Logistic and Finance Coordinators,- Control the identification and selection of suppliers according to PU orders,- Submit purchased items to his/her management for quality and quantity control,Equipment, furniture and premises management:- Participate in the update of the material lists (assets, physical equipment...) on a regular basis,- Dispatch equipment on the Office according to the needs, and make regular inventories,- Ensure the storing in a safe place and the availability of all equipment and stationary, using PU equipment management procedure,- Follow-up on the office and guest-houses maintenance, rental and charges payment.Team management- Organize and dispatch daily tasks to the Office Administrative and Logistics departments staff, under the supervision of the Admin cco and log coo, and control their commitments to PU regulations (Logistic Assistant, Cleaner / Cooker, Drivers, if any)- Follow up the performance and progress of the Office Administrative and Logistics departments staff, and participate in the appraisal process, under the supervision of the Deputy Head of Mission,- Assist the Office Administrative and Logistics departments staff in boosting their performance,Transversal- Regularly and effectively communicate with Damascus office,- Participate actively in coordination meetings at office level, and record the minutes of meetings when asked by Managers and Coordinators,- Ensure the highest level of confidentiality for all information related to Administration, Finance, Human Resources and Logistic, guaranteeing they are not shared within or outside PU.- Prepare any kind of report requested by his/her Managers and Coordinators.- Be flexible and adaptable with regards to the implementation of the daily work, complete any other task requested by her/his supervisor.- Conduct all duties in a professional manner following PU staff regulation.