Base Administrator - Zahle Base

Assignments : Manage the Bank books, advance cash and respective documents, manage administratively the base’s human resources. Line Manages the Admin Assistant and supervises all Cash Management in the base. Required skills : Professionalism – Good organization – Sense of confidentiality – Computer skills – Fluency in English and Arabic,  French an asset Objective 1: Keep the base’s  Bank Books. Activities: -          Manage Bank Books for each currency used ($US , EUROs and Lebanese Pounds) in the base -          Manage all other books (VSAL, VOD, VNRT, ..) in each currency -          Support  and supervises the correct management of the cash and bank transactions, ensuring transparency process was duly followed -          Check the information on the invoices and only process them after confirmation of delivery of service/work/purchase as per agreement with supplier/person -          Preparing the monthly accountancy documentation, importing into SAGA system (oracle software) the needed information -          Close the monthly accountancy as per the schedule set by Administrative Coordinator -          Manage and properly archive the proof of expenditures ( invoices codifying, allocations, stamps, placing in files) -          Inform the logistics department and every other department and external person if needed of data required on the invoices   Objective 2: Manage the Budget of the Project. Activities : -          Calculate monthly TMP if needed -          Make monthly Financial planning for the base projects in collaboration with Head of Projects/Program designated person -          Prepare monthly expenses forecasts and send treasury request to Coordo Admin before end of Month, as per defined schedule -          Analyse possible under and over expenditures, suggesting possible solutions to HoB and implementing them together with the Base Log and program Team. -          Budgeting, CCP, FMT utilization as per Admin Coordination instructions -          Assures the Financial management is in line with Admin Tool Kit in the base       Objective 3: Follow up on the base’s human resources administratively : Activities : -          Line manages the HR Officer, overseeing Human Resources in the base is in line with HR Tool Kit -          Participate in recruitment process (publish announcements, schedule appointments, tests, replies) -          Supervises the preparation of employment contracts (making sure that all ACF internal procedures documents are signed with Contract) -          Oversees that National Staff records are updated (Attendance sheets, , contract status, sick leave, holidays, compensation, medical insurance,etc.) -          Control contract renewal -          Oversees that ACF identity cards are provided for new employees -          Monitor salary advances -          Keep a chart of Start and end-of-contract dates for the base’s employees and transmit to the HOB.  -          Oversees all documents in the domestic employees’ individual files and check that all files are complete.   Objective 4 : Assist in the administrative aspects: Activities : -          Line Manages Admin Assistant -          Assist the CoordoAdmin with the set-up and follow-up of general contracts (houses, cars, insurance etc.) when necessary -          Arranging the travel needs of expatriates and if necessary any other ACF Expatriate staff ( visas, hotels,...), if needed -          Maintaining expat and national staff documents file -          Keep a record of Curriculum Vitaes, and applications received -          Report to CoordoAdmin on a regular basis and attend coordination meetings as requested -          Greet and inform new employees of administrative issues and human resources. -          Supervise, monitor and set tasks for Housekeeper, Support daily workers -          Any other work duties assigned by the CoordoAdmin   Objective 5: Reporting: Activities : -          Reporting to the HoB and Coordo Admin on regular basis, as per schedule put in place