Office Assistant

The Office Assistant’s mission is to ensure the successful and smooth running of the administrative aspects of the office in accordance with HI internal rules and regulations.  The office Assistant duties and responsibilities within HI mine action programme in North Lebanon Province are: Responsibility 1: Cash management and accountancy carry out Assure daily update and follow up on the logbooks of the cash boxes and the Bank, Make the payments in cash or checks in accordance with the commitment of expenditures procedure, Conduct a daily cash control, weekly and monthly with the Finance Officer and / or Program Administrator, Pay the rents of office and flats as well as the fixed costs of premises and all the purchases in accordance with the commitment of expenditures procedure, Responsible for preparing and filling the accountancy vouchers and recording them into Navision after validation of the Finance Officer, Accomplish the monthly accountancy closure and accounts reconciliation in accordance with HI accountancy procedures,   Responsibility 2: Assist the Log and Procurement Officer in maintaining the suppliers contractual framework in compliance with HI rules and regulations Assist the Log and Procurement Officer on the follow up of the existing contracts, Extend or cancel contracts in accordance with the Log and procurement Officer Instructions.   Responsibility 3: Assist the HR Officer in maintaining the HR contractual framework in compliance with HI internal rules and regulations Assist the HR Officer on the follow up of the existing contracts,  Extend or cancel contracts in accordance with the HR Officer instructions, Assist the HR Officer on  administrative aspects of recruitment procedures Ensure the administrative follow-up of staff documents: Compile all administrative documents during the contract’s period: staff official papers, leave requests, warnings,  job descriptions, CVs, etc.,  Assist in preparing/reviewing monthly timesheets,   Responsibility 4: Manage the documentation and communication of administrative information Responsible for circulating administrative documents and filing them , Responsible of updating the bulletin board, Responsible of documents translation, Responsible of writing and circulating the staff meetings and any other notes Organize staff and visitors movements accordingly Classify documents and correspondences exchanged with LMAC and other Lebanese authorities, partners and donors.