Administration Officer

Based in Beirut, under the direct responsibility of the Administration Coordinator in close collaboration with the coordination team (Lebanon and Jordan) you will ensure that the Finances and Human Resources processes, rules and deadlines are handled according to standard Human Resources and Financial principles and practices in use at Handicap international. This includes: Staff Payment Cash flow Management Accounting Treasury forecast Ensure the respect of Lebanese rules and law by HI Lebanon Ensure respect of HI internal rules (Human Resourcs and Financial) Assist the Coordinator on the Financial and HR support provided to the different departments Ensure a good support in terms of recruitment and follow-up of employees I. Human Resources Under the supervision of the Administration Coordinator: Prepare and process the payments of HI staff salaries Prepare and process the payment of all taxes on salary Ensure the application of Human Resources policy and instruments (contract, internal regulation, term and condition of engagement, assessment, training, mobility...) ensuring  that they conform to local legislation. Serve as a link between management and employees by handling questions, clarification of policies, interpreting and administering contracts and helping solve work-related problems Ensure the recruitment policy has been followed, using all Handicap International forms and standard  (assist the definition of the job profiles and prepare the  job advertisements,support the team for  pre-selection of candidates including interviews…) Follow up ending contracts for staffs according to the HR database and ensure that all the required documents are provided for amendments (extension requests...) Prepare amendments of the contracts and update the HR database according to the amendments and to the documents related (updated salaries, JD, appraisals) Ensure that all processes concerning disciplinary measures are understood in the team; update the Administration in case of abuses, processes not respected or understood and internal regulations not followed Implement and follow up attendance sheets; follow up leave requests and ensure they are validated by the right persons and update the follow up file Ensure that all HI employee are registered for insurance and taxes Maintain historical human resource records  by designing a filing and retrieval system; keeping past and current records. Ensure the welcoming and induction of new staff and carrying out administrative briefings  II. Implementation of financial procedures Ensure the existing financial procedures are respected (check bills, purchase orders, quotations…) Under the supervision of the Administration Coordinator, set up new procedures which could allow better control on financial matters and improve efficiency of the financial department Training of staff on financial procedures III. Cash flow Management (Bank and Cash) Manage petty cash and working advances for HI team in Lebanon. Manage the bank book IV. Accounting Check that vouchers are properly filled (GAP code, designation, budget lines…) Ensure the validity of the invoices (quality of invoices, validation) Computerize, on daily basis, cash and bank expenditures in AlphaK software Check, on weekly basis, GAP codes and budget line imputations with the Administration Coordinator Making, under the supervision of the Administration Coordinator, the corrections in the accountancy system according to HQ feedback Carry out cash reconciliation Close accountancy in Alphak (exchange rate, advance settlement, cash and bank balances) and prepare all documents which must be signed by the Administration Coordinator THE SUCCESSFUL CANDIDATE Previous experience with INGO or within projects financed by international financial organizations;· At least 3 years of experience preferably including responsibility for the financial and accounting operations of a private/public sector agency . Human Resources management eperience would be an asset. Knowledge of international donors will be advantageous· Knowledge of computerized accounting programs, accounts payable and accounts receivable and generally accepted accounting principles· Demonstrable team spirit and strong desire to actively contribute to a team’s objectives, with a strong orientation to solutions Highly motivated, enthusiastic, commited and responsible with the capacity to promote and share these values within the Organisation Excellent word and data processing skills (Word, Excel, etc) Excellent command of written and spoken English