Administration Officer

ACCOUNTABILITIES Under the direct supervision of the Field Coordinator, you you will be responsible for the HR and Administration tasks within the organization:   Your tasks will inlcude (amongst others):   1.     Human Resources Prepare and process the payments of HI staff salaries Ensure the application of Human Resources policy and instruments (contract, internal regulation, term and condition of engagement, assessment, training, mobility...) Ensure the recruitment policy has been followed, (assist in the definition of the job profiles and prepare the job advertisements, support the team for pre-selection of candidates including interviews…) Follow up ending contracts and on end of probationary period for reminding to managers Prepare amendments of the contracts when needed and update the HR database according to the amendments and to the documents related (updated salaries, JD, appraisals) Implement and follow up on attendance sheets and on leave requests   2.     Administration Prepare and process the payment of all taxes on salary Ensure that all HI employee are registered for insurance and taxes Ensure the welcoming and induction of new staff and carrying out administrative briefings Ensure the follow-up of services, premises and insurance contracts   3.     Implementation of financial procedures Ensure the existing financial procedures are respected (check bills, purchase orders, quotations…) Support logistic staff in all financial issues/difficulties     4.     Cash flow Management (Bank and Cash) Manage petty cash and working advances for HI team in her/his base and pay salary advance Prepare weekly treasury planning in coordination with logistic team Limit cash flow shortage by anticipating cash and money change needs   5.     Accounting Check that vouchers are properly filled (GAP code, designation, budget lines…) Ensure the validity of the invoices (quality of invoices, validation) Check, on weekly basis, GAP codes and budget line imputations with his/her line manager Carry out cash reconciliation and bank reconciliation Close accountancy in Alphak (advance settlement, cash and bank balances) and prepare all documents which must be signed by his/her line Manager   6.     Budget management Up-date allocation board for her/his base Review monthly forecast for his/her lines on the budget follow-up in collaboration with his/her line manager Coordinate with logistic department for up-dating the purchase and service follow-up and the equipment follow-up   THE CANDIDATE’S REQUIREMENTS -Language skills: Good commanf of Arabic & French (speaking and writing) while French is a plus -A valid driving permit -Be rigorous, calm and polite -Be a good and polite negotiator -Good networking capacities. -Knowledge in computers (Excel required, Microsoft Office) -The ability to integrate completely in the heart of a multi-disciplinary team. 2 to 3 years of experience in a similar field   interested candidates may send their cv to jobs.lebanon@hi-emergency.org and mention the referenceADM01 in the subject