Administrative Assistant -Finance

Administrative Assistant -Finance   Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non-religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity.   Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus and Asia to cover the needs of populations affected by conflict, natural disasters or economic crises.   PU-AMI in Lebanon has been implementing emergency and recovery projects in Water, Sanitation and Hygiene, in Shelter Rehabilitation, Health, Protection and Livelihood Recovery sectors.   POSITION GENERAL INFORMATION   Position: Administrative Assistant - Finance Based in: Beirut   Supervision   Under the direct supervision of:        Admin, HR & Finance Manager Under the technical supervision of:    Admin and finance coordinator Under the overall supervision of:      Field Coordinator   OVERALL MISSION   General objective The Administrative Assistant for Finance has to help the Administrative, HR & Finance Manager in all the activities related to finance and cash management.   Responsibilities and tasks   Treasury & Cash Follow-up - To manage the safe and the petty cash - To do daily physical inventory of the safe and the petty cash, and report any discrepancies to superior - To regularly go to the bank to withdraw money, in order to insure availability of cash at base level - To prepare and follow up the pay-outs and advances, within established guidelines - To prepare and validate any checks done at base level - To translate all invoices to English - To monitor due dates for payments of contracts - To guarantee security of the cash and confidentiality of information     Finance & Accounting Management - To check, before recording any entry, that the invoices are compliant with PU-AMI’s regulations and procedures - To record all expenses in the excel books on a daily basis, and to properly fill in the information needed (date, accounting code, project, budget code, etc.) - To participate in the consolidation of budget follow-ups and cash forecasts at base level - To prepare the weekly financial forecast of the base, compile it, and send it to the Admin Manager for validation - To be in charge of the monthly closing, revision and accounts for the base - To issue vouchers, and to properly archive the invoices and Saga vouchers in dedicated files, as per the donors’ rules and regulations. - To collect all invoices exempted from the VAT and to issue a quarterly report - To prepare the bank reconciliation at the end of each month - To check and to be responsible for following up the program payments if applicable (cash for rent, cash for work and minor rehabilitation payments, etc.) - To be responsible of the preparation of the annual closing documents for the base. - To assist in the preparation for the external audit visits (donor and coordination visits)     QUALIFICATIONS   Mandatory requirements Language skills: Fluent in Arabic and English Education degree: University degree in Finance, Accounting, or another relevant degree Work experience: Minimum 1 year of experience in a similar position (NGOs/private companies) Knowledge & skills: Good analytical and writing skills Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel Other: -         Knowledge of humanitarian actors -          Good management and pedagogical skills   Assets Interest: -       Strong motivation to help people in need -       Accounting and finance   Transversal skills: -       Well organized -       Ability to take initiative to deal with difficulties encountered in daily work -       Ability to adapt or change priorities according to the changing situation within a mission or the organization itself -       Autonomy, neutrality, hard worker -       Able to manage stress and pressure