Administrative and Finance Assistant

Job Responsibilities:

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.
• Ensure timely payment process of expenditures related to the operation of MDM programs.
• Prepare payment in advance and have them signed by the person having the signatory.
• Before processing any payment, ensure that supporting documents respect the procurement procedure and the commitment of expenditure procedures.
• Follow-up on all operational advances (programs and logistic departments) and make sure advances are correctly settled within each month.
• Follow-up expats’ monthly allowances.
• Visit fields to perform cash payments to volunteers and beneficiaries.
• Issue receipts and check payments.
• Keep the accountancy through the MDM accountancy’s system by ensuring financial data is up-to-date and cash/bank books and balances are up to date and accurate at all times.
• File all necessary documents for monthly accountancy in accordance with MdM procedures.
• Provide translation of financial documents when required.
• In charge of preparing Income Tax table on monthly basis.
• Assist in preparation of the VAT claim.
• Alert and seek 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).

Human Resources management:

• Update monthly attendance sheets and requests for leave.
• Print salary slips and ensure they are signed by the employees and properly archived.
• Provide assistance during recruitment process (screening of CVs, organize interviews and tests).
• Ensure confidentiality during archiving, monitoring and scanning of individual personal files and deliver all documents related to the professional life.
• Post HR memos in MdM offices.

Other:

• Some travels to the field will be required (North and Bekaa)
• 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 meetings, internal and external trainings.
• Report Minutes of Meeting when attending office meetings.

Education and Skills

University degree (BA) in Finance, Economics, Business Administration or other relevant field

Languages: English, Arabic

Very good level of MS Excel

Excellent attention to details

Responsible, self-starter, initiative, ambitious, takes ownership of work his/her work

Shares the humanitarian values of MdM

NGO experience - desired