Admin Assistant

Reporting to: Admin Manager NGO PRESENTATION   Handicap International is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.   Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.   HI has been present in theMiddle Eastsince 1987 through its Development Department. HI started from early April 2012 a new project at the regional level aiming at the recognition and respect of the rights of PwD by the authorities and institutions, through the reinforcement of the Disabled People’s Organisations (DPO) and the disability movement at large. In Lebanon, in addition to the regional project, HI has been implemented a project aiming at improving the access to mental health rehabilitation services for the children with psychological distress living in the Palestinian camps. At last, in 2010, HI established the only humanitarian demining capacity in northern Lebanon (Batroun Region) Action Center (LMAC) in achieving its goal of making Lebanon mine impact free by 2020.      MISSION CONTEXT   Following the yearlong crisis in theSyrianArabRepublic, that has caused the displacement of civilians inTurkey,LebanonandJordan, Handicap International is implementing projects inLebanonandJordan, aiming at mitigating the impact of the crisis on the Syrian refugees and the host communities. InLebanonas well as inJordan, Handicap International aims to improve the access to emergency rehabilitation cares for the Syrian refugees at hospital and community level and to improve the coverage of the specific needs of the most vulnerable people affected by the crisis at the community level. InLebanon, the targeted areas are the northernBekaaValleyandTripoli, whereas inJordan, the targeted area is the northern region closed to the boarder.   In Bekaa, Handicap International aims to improve the coverage of basics and specific needs of the most vulnerable people affected by the crisis at the community level, and by developing a tailored response to improve conditions of life during winter period. In Tripoli, Handicap International aims to provide direct support to syrian injured refugies at hospital and community level. Besides, HI aims to improve the coverage of specific needs for vulnerable persons in the North.    ACCOUNTABILITIES   Under close supervision of the Admin Manager, you will be in charge of:   1-     Human Resources Ensure respect and use of official HI forms of the recruitment procedure in your base (Zahle and Jdeyde) Ensure the contact list is updated (emails, phone numbers,…) Provide support in the recruitment process in Zahle/Jdeyde Create, manage and share the CV database Prepare and translate contracts for new employees Provide general administrative briefing to new employees & ensuring that the new employees are aware of their rights and duties towards HI Prepare and sent to HR Beirut all relevant documents to register/cancel to the relevant organisms new staffs (MoF, NSSF, Fidelity…) Follow medical reimbursement, Fidelity cards arrival Organize the edition of HI ID cards; make sure every employee has one Control the HR database and the “TAFF for National Staff” are well updated on a daily basis and shared between base administrators & AC. Make sure the processes concerning HR management and follow up: amendments of contracts, promotions, health insurance scheme, attendance sheets, leave follow up, JD update etc Prepare final settlements and quietus edition Support the Admin Manager in any disciplinary measures taken toward any employees: preparation of the forms, providing understanding of the situation and the cultural background, assist and advises during interviews (if requested) and decisions   2-    Finances & Accounting Ensure the validity of the invoices (quality of invoices, validation) Check that vouchers are properly filled (GAP code, designation, budget lines…) Prepare weekly treasury forecast in coordination with the Logistics Prepare on a monthly basis the VAT declaration Ensure the follow up of services and premises contracts Ensure the existing financial procedures are respected (check bills, purchase orders, budget lines, …) Providing support in the monthly accountancy closure (scanning, labeling,…)     THE CANDIDATE’S REQUIREMENTS Excellent interpersonal skills and team working with different groups and nationalities Good Communication Skill, proven Negociation skills Rigor, Capacity to work autonomously Capacity to work in an multidisciplinary and multicultural team, Interest for humanitaria Initiative Humanitarian values Diplomatic skills Problem solving skills