Admin Support (Maternity Leave Replacement)

ACF, an International NGO operating in Lebanon since 2006, is looking for an admin support. ACF offers a competitive salary package, a respectful and motivating working environment, trainings and promotion opportunities and is commited to core humanitarian values. Please visit : http://www.actioncontrelafaim.org/en for more information on the organisation. ACF is committed to the principles of non-discrimination and diversity and is particularly interested in receiving applications from a broad spectrum of qualified people. GENERAL RESPONSIBILITIES Support the Administration Department in office work (filing, scanning) related to the accountancymainly. Follow SAGA Policy for bookkeeping. Collaborate as needed in Admin tasks (preparation of documentation/letters..). DETAILED RESPONSIBILITIES AND TASKS Objective 1 : To be in charge of the bookkeeping of the Zahle Base Accounts Checking and ensuring the quality of invoices Checking that every dossier is completed, duly validated by Tech Team and Logistic to be accepted in Admin Dpt, ensuring that Finance received all the required documents (e.g. PR, SPO, contract, Quotations, Delivery Note, Original Invoice) before preparing any Payment Voucher. Preparing all vouchers as per SAGA Policy Lebanon before the operation occurs, since it is always signed by who prepares (the Admin Support) the voucher, validated by Base Admin and signed by the Beneficiary. This applies to (i) Payment Voucher, (ii) Advance Voucher, (iii) Return of Advance Voucher, (iv) TRSF IN/OUT Voucher, (v) EXCHANGE IN/OUT Voucher Stamping PAID in every paid invoice and on the Payment Voucher, once paid Preparing the folders as per each Balzac (each accounting book) of Zahle Base by creating the Label for the folder, and currency partition Coding the invoices according to Excel files/Saga (date, number of “piece”, contract code, budget line, etc…) by the end of themonth Ensuring that base books soft copy are ready (with cash counts and bank reconciliation) for closing on the last working day of the month,  as per Base Admin and Head of Base completion of the reconciliation Preparing and maintaining all other documents and copies of rental contracts, such as: vehicle rental, warehouse, guesthouse, office rentals. Attending to any request for collaboration on Admin documentation as per Base Admin, Head of Base and/or Admin Coordination request Photocopying and scanning as needed (an important burden of the position) Objective 2 : Dealing with Suppliers and local staff Dealing with suppliers by phone and in person in payment days Strong personality to deny issuing the payment based on: (i) lack of quality of the invoice, (ii) insufficient documentation in the dossier due to internal delays (ability to show supplier preparation is on-going by payment is not yet authorized in Finance), (iii) deny cash advances to non-authorized persons inside the Tech teams, in collaboration with Base Admin Rejecting dossiers that are not complete if submitted by Logistics Rejecting dossiers that are not complete once Tech Team proceeds without passing by Logistics and needed to do PR, SPO, Delivery Note first thing (do not accept any invoice, and not interfere). Tech alone will prepare the documentation or send Tech Person to Logistics. Do not accept any invoice alone. Dossier has to come completed and duly validated to Finance. Dealing with people as above in a strong manner, politely and in a collaborative way. Objective 3: ACF charter and principles Respecting ACF Charter and internal regulations Be committed to participate to any other office work in a collaborative manner This job description is not exhaustive and may be slightly amended by the Line Manager or Coordination when necessary, according to the needs. KNOWLEDGE, SKILLS, CAPABILITIES and EXPERIENCE Experience in public administration, accounting, financial management or related Experience in public relations is helpful. Experience in a similar position, Computer skills (Microsoft Office), Fluent Arabic, Good English level (written, reading and writing).