Administration and Finance Officer (British Red Cross)

Job purpose
Under the overall direction of the Senior finance grants management and compliance officer, the job holder needs to ensure efficient and effective office support to the BRC Beirut team and programs, and the wider MENA team.
 

Administration

• Ensure the smooth and effective running of the BRC Beirut office by supporting staff and visitors in all administrative tasks. This includes, but is not limited to, the following areas of work:
• Acting as the focal point for all BRC staff and visitors, supporting with e.g. welcome and reception, meeting room, taxi and hotel bookings, security communication and arranging briefings, phones, etc.
• Acting as liaison support between BRC staff and IFRC on all admin, housing and financial matters, e.g. property, visas, work permits, and HR to ensure strong service delivery and accountability.
• Managing the guesthouse and visitor calendar, ensuring the property is cleaned regularly, maintained, functioning, stocked with basics and guests aware of running of the flat.
• Managing staff and office environments and any accommodation work e.g. follow-up of repairs with concierges/landlords/IFRC, managing office supplies, space and maintaining equipment, and ensuring the office area is kept clean and tidy.
• Supporting a team for coordinating and arranging meetings and workshops.
• Updating contact lists and general information documents e.g. welcome pack, contact lists.
• Taking meeting minutes as required, preparing correct and timely paperwork for signature and action.
• Maintaining accurate filing and archiving systems, both electronic and physical, for all administrative information, contracts and records including the correspondence. Includes packing and repatriation of files as per the BRC procedure.
• Translating basic documents (English–Arabic and vice versa) when needs arise.
• Performing work-related errands as requested e.g. going to the post office and bank.

Assisting the Senior Finance Grants management and Compliance Officer with day-to-day tasks and support to ensure efficient work delivery.
 

Finance:

• Ensuring compliance with BRC relevant procedures, SOPs, and guidelines.
• Act as the cashier of BRC and ensure paying to staff and suppliers according to the BRC payment procedure.
• Daily data entry on BRC financial system for all expenditures.
• Ensure doing regular cash and bank reconciliation as per BRC procedure.
• Responsible for the monthly financial prevision and assure sufficient funds to be transferred from UKO to Beirut.
• Responsible for the correct filling of monthly vouchers as hard and soft copies.
• Ensure proper bookkeeping of payments according to BRC donor coding,
• Liaise and support in bank operations to BRC Beirut and partners.

  Duties applicable to all staff
   

• Actively work towards the achievement of the Federation Secretariat’s goals
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Perform any other work-related duties and responsibilities that may be assigned by the line manager

Knowledge and Skills

Required 

Preferred

Clear and precise oral and written communication skills, including the ability to engage with a variety of staff and visitors of different experience and managerial levels

X

Resourceful and capable to research and source information

X

A can-do attitude, with an ability to work independently and under pressure

X

Strong organizational and planning skills including accuracy, consistency, and attention to detail

X

Pro-active, able to take initiative and highly organized

X

Professional and warm manner when dealing with visitors, suppliers, contract holders etc

X

Strong analytical skills, with proven problem-solving experience

X

Self-sufficient in computers (particularly Excel, Word, SharePoint, PowerPoint)

X

Ability to establish priorities, plan, coordinate, implement and monitor work plan

X

Excellent relationship-building skills and willingness to work in a team

X

Ability to develop and maintain effective remote working relationships with counterparts in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity

X

Teamwork; commitment to the International Red Cross & Red Crescent Movement; integrity & personal conduct; sensitivity to diversity; flexibility & adaptability; interpersonal skills; resilience; friendly. Have a positive attitude, resourceful, hardworking, trustworthy, mature and able to maintain confidentiality at all times.

X