Finance And Administrative Assistant

  Position: FINANCE AND ADMINISTRATIVE ASSISTANT – Full Time Duration: 22 months Starting date: ASAP   OBJECTIVE To assist in the administrative and financial management of the organisation, under the responsibility of the Administrative and Finance Coordinator and Executive coordinator according the tasks.   MAIN WORK INTERFACES Internal -      Administrative and Finance Coordinator -      Executive Coordinator -      Project Coordinators -      Field Officers -      Accountant External  -      Partner organizations -      Mada’s Plat-form actors -      External Audit -      Banks -      Suppliers -      Etc.   Mission 1: Support the organization of the administrative Information system -  Maintain the presentation, circulation, filing and archiving of administrative and financial general documents as well as for the projects. -  Assist in Mada’s rules and instructions and implement actions accordingly -  Assist in finding quotation and filling purchase requests -  Assist in implementing purchases following the purchase order system and adequate logistics procedures -  Assist project coordinators if needed in administrative tasks related to the projects implementation -  Support the Financial and administrative coordinator in Liaise with partners for projects related financial data and required documents   Mission 2: Administrative management of Human ressources -  Assist the EC in guaranteeing the application of human resources policy for all staff -  Assist in preparing employment contracts for new staff based on TOR elaborated by project manager or executive coordinator. -  Assist in preparing consultancy contracts based on TOR prepared by the project coordinators. -  Assist in carrying out the administrative formalities related to the recruitment and the end or the termination of national staff’s contract. -  Maintain the Annual leaves/holidays calendar for all staff upon their monthly attendance sheets presented. -  Post TORs online, filter CVs and send them to the Executive coordinator and project coordinators -  Ensure all logistical are provided -  Follow up on IT maintenance with external IT technical consultant -  Assist in preparing monthly HR salaries table -  Maintain employee’s files and records -  Assist in updating the training needs table.   Mission 3: Support the management of finances ressources  -  Be progressively responsible for the management of the strong boxes (available amount, balance checks, security instructions: protection of the premises, “security envelopes”, etc.). - Maintain cash management and controls - Maintain financial files and records (cash boxes, invoices) - Assist in preparing monthly financial statements   - Use financial and statistical tools and reports using spreadsheets - Assist in verifying and prepare receipts for payments - Ensure transactions are properly recorded and entered into the finance spreadsheet -Assist in follow up budget expenditures and supports regular reconciliation between expenditure committed and the budget forecast - Ensure contracts are in line with the projects budget - Assist in  assigning budget line and accounts allocation in coordination with the project coordinators   Other Handle information request Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings   Work environment - Working language is English. - Working station is Beirut and with one visit per week to Zoukak Association with the Finance and administrative coordinator for a duration of 6 months until being able to do it alone   Education and knowledge required  -  University degree in relevant field (Accounting or Finance) -   Minimum 1 year experience working with NGOs - Computers: office pack, - Language: fluent in Arabic, good writing skills in English, French is an asset.   Skills required - Organization -  Proactive skills -  Inter-relational skills -  Motivation - Adaptability - Initiative - Ability to communicate and work effectively with a team