Base Administrator, Finance And Human Resources.

Objective 1 : Keep the base’s Cash and Bank Books. Activities: -          Manage the Base Cash Books and Bank Books for each currency used ($US and Lebanese Pounds) -          Take responsibility for advances and the payment of all expenditures done through the Cash Books using the Treasury Advance Books; and payments done through bank accounts. -          Check the vouchers for advances made two days before and request missing invoices from advance requesters. -          Support  the person responsible for each bank account in producing the required documentation( invoices..etc) -          Check the information on the invoices . -          Preparing the monthly accountancy documentation, importing into SAGA system(oracle software) the needed information -          Close the monthly accountancy before the 15th of the following month -          Manage and properly archive the proof of expenditures( invoices codifying, allocations, stamps, placing in files)   Objective 2 : Check compliance with  purchasing procedures : -          Controlling the regular administrative payments of telephone, electricty bills, fuel bills, etc. -          Ensuring, with the Base Logistician and other authorized purchasers, that the Supplier Purchse Order are properly filled in with correct budget codes and Purchase Dossier File, and that they are properly recorded and followed up until payment. -          Make sure that payments are done through Logistics to avoid duplicate expenses. -   Inform the logistics department of data required on the invoices. -          Sort Administrative Rental Contracts. Objective 3 : Manage the Budget of the Project. Activities : -          Calculate monthly TMP -          Make monthly Financial planning for the base projects -          Prepare monthly expenses forecasts and send treasury request to HQ before end of Month. -          Analyse possible under and over expenditures, suggesting possible solutions to HoB and implementing them together with the Base Log and program Team.   Objective 4 : Follow up on the base’s human resources administratively : Activities : -          Participate in recruitment process (publish announcements ,schedule appointments, tests, replies) -          Prepare employment contracts ( making sure that all ACF internal procedures documents are signed with Contract) -          Update the National Staff records (Attendance sheets, , contract status, sick leave, holidays, compensation, medical insurance,etc.) -          Control contract renewal -          Prepare ACF identity cards 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.  -          Sort all documents in the domestic employees’ individual files and check that all files are complete.   Objective 5 : Assist in the administrative aspects: Activities : -          Assist the Head of Base 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-E staff ( visas, hotels,...) -          Maintaining expat and national staff documents filing -          Keep a record of Curriculum Vitaes, and applications received -          Report to Head of Base on a regular basis and attend coordination meetings.  -          Greet and inform new employees of administrative issues and human resources. -          Supervise ,monitor and set tasks for House keeper. -          Any other work duties assigned by the Head of Base