Senior Administrative & Logistic Officer

SENIOR ADMINISTRATIVE & LOGISTIC OFFICER Première Urgence - Aide MédicaleInternationale (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, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises. PU-AMI in Syria has been implementing emergency and recovery projects in Water, Sanitation and Hygiene, in Shelter Rehabilitation, Health and Education sectors. POSITION GENERAL INFORMATION Position: Senior Administrative and Logistic Officer Based in: Beirut, Lebanon (support office for the Syrian mission based in Damascus) Supervision -       Under the direct supervision of: Deputy Head of Mission for Quality and Development (DHoM/Q&D) -       Under the technical supervision of: Logistics Coordinator, Administrative/Fin/HR Coordinator OVERALL MISSION GENERAL OBJECTIVE  Under the supervision of the Deputy Head of Mission for Quality and Development (DHoMQ), the Senior Administrative and Logistic Officer is responsible for the development and the 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, human resources management and logistic supply, with a permanent view to confidentiality. He/she ensures that all the components under his/her supervision 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 Development and monitoring of the office administration and finance: Manage the daily payments, cash / bank books and cash forecasts: Manage the Beirut office cashbox(es), Ensure the daily 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, Ensure all transactions are in respect of the PU validation and eligibility rules and the flexibility of each financial sponsor, Record transfers, advances, exchanges and bills in cashbox(es) and safe accounts, Ensure the follow up of bank accounts and prepare monthly reconciliations, Prepare all documents related to bank transactions and bank reports, Prepare cash inventories and monthly closing, Ensure constant security of cash handling and funds transfers. Prepare 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 Ensure that the PU recruitment policy is implemented and respected, Ensure that all the recruitment document (selection  grid, comparative table, technical tests) are duly filled, archived and available, Assist the DHoMQ in the recruitment (interviews or tests when needed), File and archive the resume received on the email address for each department; Prepare the integration of any new employee (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: Organize the office procurement in coordination with the Logistics Coordinator and following PU supply chain and procurement procedures, Supply items and materials according to the office collected 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, Supervise the identification and selection of suppliers according to PU orders, Control quality and quantity of purchased items, Develop frameworks contracts with suppliers, when possible and applicable. Equipment, furniture and premises management: Supervise the material lists (assets, physical equipment...), update and report on them 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. Security equipment management Supervise the follow-up of security equipment (Security chest, pharmacy box…), Ensure that all Driving staff know and apply safety driving standards, Ensure that vehicles are equipped with the appropriate security items. Supervise the staff working under his/her supervision and ensure their commitments to PU regulations (Logistic Assistant, Cleaner / Cooker, Drivers, if any) Team management Dispatch tasks to the team member and follow up the performance and progress, Train, improve and assist his/her staff in boosting their performance, Plan and report the work hours of the persons she/he is responsible for, Conduct due evaluations and appraisals, as per PU rules and regulations Transversal, Confidentiality Ensure information is circulated effectively between Beirut and Damascus office, Make recommendations for updates of internal policies & procedures, Participate actively in coordination meetings at office level, Record the minutes of meetings when asked by Managers and Coordinators, Guarantee that PU coordination tools are implemented, Prepare any kind of report requested by his/her 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. This job description may be subject to modifications in the future, depending on the evolution of the projects. These modifications will then be defined and discussed between the employee and the PU DHoMQ. QUALIFICATIONS Mandatory requirements Language Skills: fluency in English and Arabic (speaking/reading/writing and translation), Education Degree: University degree in accountancy, logistics, administration or another related discipline, Work experience: 2 years professional experience in accountancy and/or Logistics, preferably in an NGO, Computer skills: Good knowledge of Ms. Office package, excellent in Excel, SAGA is an asset, Assets Other knowledge: Acquaintance with INGO' rules, procedures and regulations Interest: Work in relief Transversal skills Honest, trustworthy and reliable, Rigorous, well organized, with analysis capacities, Able and willing to learn and extend his/her scope of work, Willing to go beyond the strict job requirements when necessary, Able to manage priorities, respect due dates, take initiatives, negotiate, Hard worker, ability to manage substantial workload and to resist stress, Able to work without constant supervision, Motivated and dedicated to his/her job, Good team worker with management capacities, Good communication skills, Impartiality and neutrality.