Admin & Finance Assistant

Main responsibilities:

• Ensure rigorous management of cash, bank accounts and the recording of accounting transactions.
• Prepare and follow up on payments.
• Assist in the administrative management of human resources.
• Collect and maintain HR data.
• Manage the archiving of the administration and finance departments.

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:

Cash Flow Management and Monthly Accounting

• Supervise the physical maintenance and security of cash boxes.
• Manage Beirut cashboxes (LBP, USD and EUR), ensuring sufficient funds are available to cover activities and maintain security reserves, including necessary bank withdrawals.
• Perform daily cash and monthly counts with the Finance Supervisor.
• Monitor and reconcile all operational advances (program and logistics departments), ensuring proper settlement within the same month.
• Ensure timely processing of expenditures related to MdM program operations.
• Prepare payments in advance and obtain the required signatures from authorized signatories.
• Issue receipts and verify payments.
• Verify that all supporting documents comply with procurement and expenditure commitment procedures before processing payments.
• Maintain accurate and up-to-date financial records through the MdM accounting system (SAGA), including cash and bank books.
• Follow up on expatriates’ monthly allowances.
• File all monthly accounting documents in line with MdM procedures.
• Provide translations of financial documents when required.
• Assist in the preparation of VAT claims.
• Report discrepancies to the Finance Supervisor, such as non-compliance with supporting documents, unsettled advances, or cashbox inconsistencies.

Human Resources Management

• Register new employees in the NSSF and MOF.
• Assist in preparing monthly and annual NSSF statements.
• Collect monthly attendance sheets and leave requests and update payroll accordingly.
• Generate monthly payslips and upload them to SharePoint.
• Support the recruitment process by organizing interviews and tests.
• Prepare work certificates for employees.
• Ensure confidentiality in archiving, monitoring, and scanning individual personnel files.
• Post HR memos in MdM offices.
• Draft and/or revise letters, agreements, and other official documents as required by the mission.

Other

• Travel to field (North and Bekaa) as required.
• Assume responsibilities and tasks during the absence of team members.
• Draft and circulate email correspondence and memos to staff.
• Perform any other duties as requested by the supervisor.
• Uphold MdM principles and values, refraining from accepting gifts or compensation (e.g., items, materials, food, drinks) from suppliers, traders, contractors, patients, or caregivers.
• Record and report minutes of office meetings attended.

Requested Competence/Skills/Profile

• University degree (BA) in Finance, Economics, Business and Administration or other relevant field
• 2 years of experience in a similar position
• Excellent attention to details
• Shares the humanitarian values of MdM
• Experience with NGO highly desired
• Ability to act as part of a multi-cultural and multi-disciplinary team
• Ability to organize and prioritize workload, using initiative when appropriate
• Ability to cope with stress, work under pressure often to strict deadlines
• Flexibility, adaptability, and patience
• Proficient knowledge English and Arabic (both verbal and written)
• Cross cultural awareness and sensitivity to cultural differences
• Very good computer skills on MS Office programs, with excellent skills of MS Excel

 Additional tasks may be assigned by the direct supervisors as needed.