General administration & communication officer

JOB PURPOSE:

The General administration & communication officer assists the Country representative in day to day activities. The position will be based in Beirut.

REPORTING LINES: Post holder reports directly to the Country Representative

KEY RESPONSIBILITIES:       

Ensure pre-accounting of expenditures in Lebanon
• Ensure the management, processing and classification of invoices and other accounting documents for expenses incurred by the SSI. Preparing payments
• Receive spending listings and invoices for expenses incurred by AMEL. Ensure the eligibility of the latter.
• Prepare accounting records to be entered: accounting codes, analytics, projects.
• Pre-register the expenses incurred locally by the SSI and supplement, in analytical coding, the expenses incurred by AMEL in accordance with the SSI procedures.
• Carry out a monthly cash inventory and carry out the weekly monitoring / control of the service funds (EMA)
• Perform monthly closing: cash inventories, analytical reconciliation, bank reconciliations
• Provide the accounting information necessary for the budgetary follow-up of the mission in Lebanon (general budget of the SSI, budgets by projects, specific budgetary follow-ups) and the preparation of financial reports due to third parties (donors)
• Provide the accounting information needed to prepare the SSI budget for Lebanon
• Participate in the preparation of financial audits requested by donors
• Define, implement and evolve the local accounting system, architecture and tools according to the needs of the association

Manage purchases, service providers and suppliers
• Carry out purchases in accordance with SSI procedures and donor procedures
• Manage applications for expense authorization
• Participate in the management of suppliers with the partner association
• Carry out calls for tenders and competitive tender, in liaison with the country representative
 

Participate in the general activities and management of the structure
• Participation in various internal meetings and, on request, meetings with other bodies

• Participation to various encounters for the purpose of translation from Arabic to English to the country representative
• Contributions to the improvement of tools, and operating procedures
• Contribution to other activities, according to emergencies and priorities
• Participate, where appropriate, in the training and support of partner structures in terms of accounting and administrative management

Participate in communication activities of the structure

• Assist in communication activities including the organization of events, trainings, conferences and exhibition

• Translate documents from Arabic to French or English and from French to Arabic