Administrator / Logistic Operator

Assignments : Manage the administration (admin/HR/Finance) and the logistic of the base. Support to the Syria mission. Liaise between Syria and Lebanese mission on administration and logistic. Required skills : Professionalism – Good organizer, Planning and coordination ability – Sense of confidentiality –  Rigour – Flexibility - Team spirit Experience in team management – Good general knowledge in IT  – Skill in logistic procedures – Good communication and negotiation skills -– Fluent in Arabic and English (spoken & written) -  Objective 1:  Administrative Management/support Activities:   Accountancy: -          Manage the Base Cash Books and Bank Books dedicated to Hub/ syria mission expenditure. -          Take responsibility for advances and the payment of all expenditures done in the behave of Syria mission. Controlling the regular administrative payments (telephone, electricty bills, fuel bills, etc), make sure the Purchase Dossier File and is complet, and that they are properly recorded and followed up until payment. -          Preparing the monthly accountancy documentation, importing into SAGA. Close the monthly accountancy before the 1st of the following month and sends to LB mission coordination. -          Manage and properly archive the proof of expenditures( invoices codifying, allocations, stamps, placing in files)   Treasury -          Prepare monthly expenses forecasts  and Responsible to fulfil the Monthly cash request for Zahle Hub and Beirut office. (Make sure there is at any time treasury availability)   Human Resources -          In coordination with Lebanese mission, ensures the constitution of administrative files for the personnel dedicated to Syria mission (expats and national staff) and monitors that employee documents are in accordance with Lebanese AcF mission and law. Organise the arrival/ departure and stay in LB  of international personnel (flight ticket, visa process, booking/lodgind, welcome package, perdiem…) Arranging the travel needs of expatriates and if necessary any other ACF-E staff ( visas, hotels,...) -          Maintaining expat and national staff documents filing -          Keep a record of Curriculum Vitaes, and applications received   Finance: -          Support the Syria mission of finances management. Participate to the update of Financial Management tool   administrative aspects: -          Assist the Head of Base with the set-up and follow-up of general contracts (houses, cars, insurance etc.) when necessary -          Report to Head of Base on a regular basis and attend coordination meetings.  -          Greet and inform new employees of administrative issues and human resources. -          Supervise, monitor and set tasks for House keeper. -          Any other work duties assigned by the Head of Base Objective 2: Logistics’ base management/ mission support:   The Base Logistician is expected to have a good overall knowledge of the project activities. The position involves flexibility and initiative to solve problems in a cost-effective and efficient way.   As a member of ACF-L staff the Base Logistician is expected to respect all working rules and regulations as set out in the ACF-Lebanon internal regulation.   Activities:   Manage the chain of supplies: -            Directly responsible for Procurement of all items for the base and for the project -            Supervise supply chain (quotations/arrangement of delivery/confirmation of satisfactory quality/payment) respecting ACF and donor procedures; -            Follow up of orders in a timely manner; -            Keep the different departments informed of the treatment given to their orders through sharing monthly procurement follow up with all department; -            Draw up and follow up on contracts with suppliers when necessary (in Arabic and English depending on the requirements); -            Communicate Supply Plan with all department  and insure the flow of Request is done accordingly ; -            Check the supplies (quality, price, procedure); -            Supervise the management of stocks (storage conditions, report, expiry date); -            Check delivery to the departments, bases and programmes; -            Realize and update regularly price list and supplier list.   Manage the fleet of vehicles: -       Organize the daily and weekly movement planning; -       Supervise the drivers, and report any problem to the Head of Base; -       Control and justify vehicle fuel consumption, through regular checks of log books; -       Monitor the maintenance needs; -       Manage the administrative issues (rental contracts, insurance, and other documents).   Participate in the administrative and financial management of the base: -       Manage the administrative organisation of logistics department through a rigorous filing to make sure date is capitalized efficiently; -       Prepare a monthly provisional budget (expense forecast) before the 25th of each month for the Logistics department; -       Participate to new budget elaboration if needed.   Manage the equipment and means of communication: -       Keep the Base Equipment list up to date -       Supervise allocation and use of equipment; -       Manage and update equipment list and codifications; -       Manage and control the stock of office stationery supplies; -       Ensure installation, maintenance et repairs of the equipment (including computers, printers and photocopy machine as needed); -       Check that antivirus is updated and that monthly backups are made for all computers.   Renovation and maintenance: -       Supervise the renovation and maintenance of structures needed for the functioning of the base (programmes, offices, house, warehouse).   Reports: -       Collect and analyse the monthly logistics reports of the support logisticians including stock reports, equipment list, cost of vehicles and activity report; -        Compile and send the monthly logistics report.   Other tasks: -       Supervise office and expat house maintenance services when needed. -       Any other work duties assigned by mission management.   Management the safety and Security of the base: -          Collect information and analyse the context; -          Ensure application of the security rules and procedures; -          Participate in security meeting with other stakeholder  -          Take responsibility for security of all the staff present on the base -          Make sure the drivers know the basic safety rules and respect safe driving rules; -          Manage the first aid kits and the extinguishers in the office, expatriate guest house and in the vehicles (inventory, expiry date follow-up, replacement etc.); -          Manage the food security trunks in the expatriate guest house (inventory, expiry date follow-up, replacement etc.); -          Communicate any relevant information regarding the security context to the mission management.   Supervise the team: -          Draw up a work plan; -          Delegate the activities and check that they are carried out properly; -          Participate in the Mission Training Plan design and implementation for the Logistics department; -          Carry out appraisal interview -          Provide technical support to the team if necessary.     Objectif 3: Representation of Syria mission in Lebanon   Activities -          Liaise between Syria and Lebanese mission on administration and logistic. -          Assist to meeting related with Syria context   Other Issue: -          Respect of ACF Charter and internal rule -          Be committed to participate to any other work in order to achieved the project goal -    This job description is not exhaustive and may be changed      Or amended by the mission management when necessary,      According to the base needs.