Administrative Coordinator - HQ (Fanar) & Tripoli

RESPONSIBILITIES AND OBLIGATIONS:

1- Human Resources Support
▪ Provide support to the HR in the production and archiving of relevant documents such as contracts, signatures, …
▪ In Tripoli office: Induction process of new recruits, volunteers and interns:
- Presentation, policies and procedures,
- Train all the new joiners on the HR application
- Insure reception of himaya's email account/app account/logistics and equipment (laptop, bank account, contracts etc.)
▪ Oversee himaya monthly timesheet corrections from HQ and Tripoli offices and signature of final version to ensure accuracy and compliance

▪Financial and administrative support and follow-up to the LHDF team: salaries (collect and verify the timesheets, issue bank letters and follow-up), medical insurance, transportation, various requests, IT support, equipment and assets

2- Administrative, Accounting and Management Support
▪ Prepare and submit monthly salary tracking sheet to the Payroll Officer
▪ Prepare all the supporting documents to create accounts for volunteers on the relevant payment method
▪ File, scan and archive supporting documents as required to maintain organized records when needed
▪ Data entry of all invoices and cash payments on the accounting system
▪ Responsible for the petty cash of North office
▪ Doing the cash reconciliation with the accountant. Request all the payments from the accounting department
▪ Attend meetings with finance and accounting when needed
▪ Supporting in the planning of budget forecasting
▪ Handle all matters related to the bank (bank letters, checks…)
▪ Regularly fill and update the departments and programs Contact Database as part of the communication channels
▪ Coordinate with the IT officer regarding any support needed, and if any problem occurs
▪ Follow up on maintenance issues of the office, shortage of hygiene and office supplies, (tissue papers, masks, soap…)
▪ Collaborate with the Finance Team in all audits related activities by ensuring all supporting documents are complete, and requesting missing items or documents from relevant parties. 

3- Logistics, office and carpool management
▪ Prepare and send the Mileage Log of the cars on the set date
▪ Follow up with the rental company
▪ Coordinate with the generator company or provider about any electricity issues.
▪ Follow up on maintenance issues of the office, shortage of hygiene and office supplies, (tissue papers, masks, soap…)
▪ Monitor and coordinate the hygiene of the office daily
▪ Coordinate with the IT officer regarding any support needed, and if any problem occurs
▪ Prepare the contract for the location rental
▪ In charge of the distribution of the kits
▪ Respond to support and ad-hoc requests issued by the Regional Manager and HQ for emergencies
▪ Report on a weekly /monthly basis to the Regional Manager
▪ Participate in the scheduled team meetings set by the Regional Manager
▪ Availability for any urgent or problematic issue faced by employees during or after working hours, for next day plan

4- Procurement
▪ Prepare and follow-up on all PORs
▪ Contact and follow-up with suppliers
▪ Request all the payments for the external suppliers
▪ Contact preferred vendors and coordinate necessary material and timely follow-up on the order and delivery of goods
▪ Receive the items from suppliers and prepare the good delivery sheet for all invoices
▪ Contact new suppliers for offers and quotations
▪ Fill evaluation forms, template shared from

Request and receive quotations from suppliers for material needed, in respect to cost-effective procurement ▪ Distribute materials internally, creating and maintaining accurate stock sheets and proof of reception for updated inventory ▪ Create an assets list for office supplies in HQ, initiate orders and follow up on delivery ▪ Follow-up with Admin Coordinators in the areas on car rental and Fuel Purchase Orders on a monthly basis
▪ Prepare Purchase requests and supporting documents in coordination with the departments and programs focal points ensuring alignment with accounting and procurement procedures

5- Stock Management at the regional level
▪ Update the asset list for new items, label them and adjust the tracker by splitting materials for each project alone
▪ Update the permanent asset from per employee
▪ In coordination with the Logistics Officer, keep an update of the inventory and update the stock sheet tracker with all the stock used by the employees in the area

6- Miscellaneous
▪ Demonstrate a thorough knowledge of himaya by effectively communicating information about its activities, projects, mission, values, and history
▪ Adhere to the mission and values of himaya by adopting and conveying its core values and concepts in both personal and professional contexts
▪ Participate in all activities and events organized by himaya (e.g., staff care, himaya’s birthday, end-of-year gatherings)
▪ Respect the Code of Conduct, the Child Protection Safeguarding Policy, the PSEAH Policy, and all internal regulations