Part-time Admin and Finance Assistant

Job Purpose / Main Functions:

This role will be responsible for key areas of the Admin Dept. The Admin Assistant provides vital support to field staff, allowing them to focus on high quality service provision to children and their families. He/she must carry out the delegation's financial and accounting tasks in a correct manner to produce reliable and transparent information on a regular basis and within the time frames.

Duties & Responsibilities / Context  (Tasks) :

• CASH MANAGEMENT: Leads the complete cash management process including payments, working advances, reimbursements, transfers, bank cheques, translation of key documents, in line with delegation procedures. Responsible for the effective management of petty cash
• ACCOUNTANCY: Contributes accountancy information regarding petty cash to the Admin Officer
• BUDGETS: Contribute to relevant information to budget construction as requested by Admin Officer
• REPORTING – EXTERNAL: Support financial reporting requirements to Admin Officer. Assist the HR Manager with preparation of reports and information required by local statutes, laws and regulations.
• PARTNER MANAGEMENT: Provide support to Partnership and Grant Officer during peak times of partner sub grant management
• AUDIT AND CONTROL: Assist the Admin Officer as needed by providing information for audit and control purposes
• CONTRACTS: Responsible for the drafting of and ongoing follow up of non-staff contracts, as guided by the SOP.
• EXPAT SUPPORT: Support HR Manager as needed with process to obtain visas and all necessary legal permissions for staff.
• TRAVEL: Lead bookings for staff travel and ensure all staff's compliance with Staff Travel SOP ( only in Beirut if requested by Log Department)
• GENERAL MANAGEMENT:

• Provide clear information, feedback and support to both Admin Officer and HR Manager, raising issues as needed and working together to promote a strong team.
• Ensure clear positive communication with all TDH team members.
• Respect budget information that is given and constantly work to reduce costs and improve the quality of purchases related to this role.
• Maintain an organized style of work,
• Take the initiative for work Improvement suggestions to the Admin, HR & logistics department as part of the Assistant’s responsibility.
• Keep accurate and up to date information concerning reporting requirements for the procurement, transportation and store management of the supply chain process and make this available to other staff on request

• ORGANIZATIONAL POLICIES:
  • Respects the Tdh Child Safeguarding Policy (CSP) and its principles of child protection, ensuring the policy’s implementation and prompt notification of the CSP Focal Point with any information regarding potential breaches of the policy;
  • Is aware of, abides by and promotes the practices and values set out in all other Tdh policies and procedures such as the Internal Regulations, Standard Operating Procedures and other policies

Job requirements:

Academic Background: Diploma or any relevant experience, bachelor’s degree in business is an added value

Experience: Fresh graduate or 1-year experience in relevant position, preferably in NGOs

Professional competencies:

• Knowledge of basic book-keeping and financial operations is strongly desired.
• Prior experience with donor-funded reform programs preferred, but not required.
• Strong organizational skills, rigorous attention to detail, and problem-solving abilities needed to perform effectively in a demanding position.

Orgaizational Competencies:

Personal, Social and Leadership Competencies (PSLC):

• Self-management: Manages oneself, time and priority, shows flexibility, availability and adaptability. Self-developing, Identifies and expresses development needs.
• Communication and interaction: Communicate in a clear, responsible way and constructive way. Listens Actively. Shows Negotiation Skills. Deals with conflict constructively.
• Teamwork: Shows solidarity. Cooperates to achieving goals. Supports and advises colleagues. Uses a collaborative attitude within and outside the department. Creates Trust.
• Mission orientation: Respects the values defined, Courage, Ambition, Respect and Commitment. Represents the Mission of Tdh and contributes to it. Acts in Tdh interest.

Technical and methodological competencies (TMC) :

• Respect for the institutional framework: Knows and respect Tdh working  framework. Knows and applies the business management policies. Reports any incidents or violations. Applies security guidelines.
• Language & Computer skills: Masters language that are useful for the job:  Good  spoken and written Arabic and English. Masters tools and application that are activity specific: Computer literacy (MS Word, Excel, internet navigation, etc.)

Other Skills:

• Ability to work within a team to support project objectives and priorities.
• A diplomatic attitude and demonstrated professionalism interact with senior contacts.
• Demonstrated commitment to ethics, transparency, and accountability in program implementation.
• Able to work under pressure
• Attentive to details
• Hard worker and committed
• Transparent and trustworthy

Reports to: Admin & Finance Officer

Location/Travel:  Beirut/ possible travel to Tyr

Tdh Foundation, Lausanne has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries.  Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility and all staff are required to adhere to the Code of Conduct, that enshrines principles of PSEA, always (both during work hours and outside work hours).  Familiarization with, and adherence to, the Code of Conduct is an essential requirement of all staff.