Administrative Assistant

Main responsibilities:

• Ensure a rigorous management of the cash, bank and of the registration of the accounting movements.
• Assist in the administrative management of the human resources.
• Zahle payments and HR data collection
• Responsible for administration department archiving

Main responsibilities and activities of the Administrative Assistant can change according to the organization of the work and to the composition of the team.

Main activities:

1. Cash flow management and monthly accounting:

• Supervise the physical maintenance and safety of cash boxes.
• Is responsible for the management of Beirut cashboxes (LBP and USD). Make sure enough money is available in cashbox to cover the activities and that security money is available. This includes going to the bank.
• Perform daily cash counts with the Finance Officer
• Exchange currencies at request of superior.
• Carry out pay-outs and advances, within established guidelines.
• Ensuring the timely payment of the expenses related to the operation of the MDM programs. You prepare the payment in advance and have them signed by the person having the signatory.
• Before processing any payment, to make sure the supporting documents are respecting the procurement procedures (MR, quotations, grid analysis, PO, invoices) and the commitment of expenditure procedures (all expenses are duly validated, payment by cheque is preferred…). No payment is processed in case procedures are not respected.
• Computerize on Saga system if needed
• Issue receipts and check payments.
• Translation of the invoices if needed.
• Have a follow-up of operational advances (field trips, logistic department) and make sure advances are settled each week with correct supporting documentation.
• Keeping the accountancy through the MDM accountancy’s system. Have the cash/bank book and balances up to date at any time.
• Alerting and seeking advice from Finance Officer in case of discrepancies (failing in respecting the procedure in term of supporting documents, advances not settled on time, discrepancy in cashbox).
• Filing all necessary documents for monthly accountancy in accordance with MdM procedures.
• Scanning when needed.
• Photocopy of accountancy files before sending them to HQ
• Support Admin department on taxation aspects: taxes declaration (VAT, Income Tax, Withholding…), documents preparation, going to Ministry of Finance…

1. Human Resources management:

• Follow-up the attendance sheet and visit Zahle office for data collection. Collect leaves papers from Zahle and Beirut
• Printing salary slip to be signed by the employee and properly archived.
• Register new employee to NSSF and MOF.
• Assisting in other activities concerning recruitment of staff (organization of interviews and tests, induction, trainings…).
• Ensure archiving and monitoring of individual files and deliver all documents relative to the professional life.
• Prepare and posting HR memos in offices of Zahle and Beirut
• Support for expatriates registration process

1. Other:

• Assume part of the responsibilities and tasks during the absence of a team member.
• Prepare and/or revise letters, agreements, or any other official document, according to the needs of the mission.
• Translate verbally and in writing when necessary.
• Perform any other additional duty on request of his/her supervisor.
• Respect MdM principles/values and do not accept gifts in form of financial or any other compensation (ex: items/materials, food, drinks) from suppliers, traders, contractors, patients/ caregivers.
• Assist with preparation of meeting.
• Report Minutes of Meeting when attending any meeting.