Administration & Finance Assistant

CONTEXT AND BACKGROUND   Secours Islamique France (SIF) is a Non Governmental Organization of international solidarity based in France and a member of Islamic Relief Worldwide. Founded in 1991, SIF is an apolitical neutral organization whose objective is to provide immediate and long-term support to vulnerable population affected by natural disasters, armed conflicts and other types of crisis.   SIF has been present in Lebanon since 2012, implementing projects through National partner aiming at distributing assistance to the Syrian refugee populations affected by the conflict in Lebanon. This program allowed SIF contributing to the improvement of the well being of the children and their families   In response to the current crisis in Syria, and the growing numbers of refugees coming to Lebanon, SIF is expending its humanitarian response and will scale-up its emergency support to Syrian refugees and affected population. In view of SIF operation scale up, SIF is urgently recruiting an Administration & Finance Assistant.     MAIN RESPONSABILITIES    Under the line management of the Regional Finance Coordinator you will be responsible for: Ensuring the compliance to SIF and donor’s Administration/Finance guidelines & procedures; In collaboration with the Regional Finance Coordinator open/shut down at administrative level any SIF base in the country. Supervising and providing  an administrative support to the different SIF bases and projects and to its partnering organisations; Centralizing the accountancy, control budget affectations and ensure financial follow up of the mission; Ensuring proper administrative management of human resources: HR policy, recruitment, administrative management of staff, training management. Ensuring that local legislation is respected and that a legal framework is established; The draft of the financial monthly reporting. The negotiation and relationship with local and administrative authorities in your area of responsibilities   MAIN TASKS    REPRESENTATION You represent SIF vis-à-vis local authorities, for all issues linked to administration and finances after approval of the Regoinal Finance Coordinator You participate actively to coordination and to relevant meetings   GENERAL COORDINATION Provide administrative support and advice specifically to the team. Frequent movement can be expected between the different bases; In cooperation with the Regional Finance Coordinator, ensure a pro-active link between the programs (needs) and your department.  Play a continuous interface role;   ADMINISTRATION MANAGEMENT Ensure the compliance of all administrative and financial procedures on the Lebanon mission; Establish and maintain the filing system and all the mission's archives (hard and soft copies); Prepare and ensure close follow up of lease agreements and contracts; review of other provision contracts (rental, service, etc.) at the administrative level In cooperation with the Logistics and Administration/Finance Coordinator, prepare the audits. Provide all administrative documents to the Logistics and Administration/ Finance Coordinator on monthly basis; Make proposals to the Logistics and Administration/Finance Coordinator for the implementation and the improvement of administrative, financial and budgetary procedures and general tasks of the Lebanon mission; Respect the deadlines setup by the Logistics and Administration/Finance Coordinator and HQ Administrative Department;   ACCOUNTANCY MANAGEMENT Supervise current financial operations and their correct execution; Manage cash book and advance forms; Ensure specific bank procedure and relative documentation; Follow up pending commitments and operations; Make connections between treasury accounts, cash flow and bank account on regular basis (defined by HQ, the Regional Finance Coordinator & Country Director); Draw up monthly and cash flow forecast schedule in accordance with the different departments and then submit them for approval; Provide the the Regional Finance Coordinator with a continue visibility about cash flows; Monitor and control current advances and accountancy allocations; Update the accountancy on SIF accountancy software; Train new staff including the newly arrived expatriates to the administrative and the financial procedures of the mission; Report to the Regional Finance Coordinator any difficulty about the implementation of accountancy procedures. Respect the deadlines setup by the Regional Finance Coordinator and HQ Administrative Department;   FINANCE MANAGEMENT Follow and correct budget allocations of the projects; Support the project officers to prepare monthly finance reports of projects; Prepare financial documents for Donors ensuring respect of their guidelines & procedures; Contribute to the development of budgets for new project proposals    ADMINISTRATIVE MANAGEMENT for EXPATRIATE Follow up administrative management of the expatriates: visas, plane tickets, recording, perdiems   Set up and update information document Lebanon mission intended for expatriates.   ADMINISTRATIVE ASSISTANCE FOR NATIONAL STAFF MANAGEMENT Set up and follow individual files for all the staff contracted on the mission; Draw up employment agreements and SIF internal rules, in accordance with the country labour law and in close links with the Regional Finance Coordinator + HQ Administrative Department.  Submit them to the Regional Finance Coordinator; Register the staff with the different authorities and pay compulsory taxes (National Health Service, Health and Safety Inspection, Income taxes, etc.) in close link with the Regional Finance Coordinator; Ensure that local legislation is respected in all the recruitment and contracts and procedures Respect of HR management tools (wage scales, internal rules…) and make proposals for their improvement. Respect the deadlines setup by the  Regional Finance Coordinator and HQ Administrative Department;   TEAM MANAGEMENT In case the Lebanon office structure changes, the post holder will manage staff (local contracts).  If the case: Ensure strict application and respect of the Internal Regulation and of the Code of Conduct by your related staff. Suggest to the  Regional Finance Coordinator all ideas about staff safety and well being taking into account the specific context of the Lebanon mission (security etc.); Define, with each member of your staff, his action plan and delay for reaching defined goals Support and advise your team in the implementation of their work plans; Ensure feed back towards your team about issues they may raise Ensure a good communication – coordination – information level of each member of your team through regular coordination meetings (and other ones if needed); Be concerned and aware on the personal and professional evolution of each member of your staff, and its development within the mission through individual interviews, and evaluations; Ensure conflict resolution (personal and professional) within your team and inform the Regional Finance Coordinator   REPORTING Centralize the administrative information available and draft a weekly report for your area of responsibility (into the proper reporting form) to be timely submitted to the Regional Finance Coordinator. Participate to the other situation reports if needed Provide regular reporting on your activities to the Regional Finance Coordinator (coordination meeting, workshop meeting, etc.);