Administrative Assistant – Part Time

Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.

Handicap International is changing his name and becomes « Humanity & Inclusion ». HI, Humanity & Inclusion is an independent and impartial aid and development organization with no religious or political affiliations operating in situations of poverty and exclusion, conflict and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.

For further information about the association: www.hi.org

OBJECTIVE OF THE POSITION:

Provide comprehensive and efficient administrative support to the Support Services department.

According to the position, the Administrative Assistant must keep all the data confidential, and share it only with the accurate persons.

The administrative assistant is the focal point liaising between Lebanon mission and HUB Regional office based in Beirut in all tasks related to Admin department.

Reporting to: HR & Finance officer.                     

REPONSIBILITIES:

Responsibility 1: Contribute to the national and international personnel administration.

Aim: Assist the HR Finance officer in ensuring that national and International staff files are complete and staff information is followed-up.

Benchmark: Quality of individual files, adherence to deadlines, quality of monitoring charts.

Activities:

• File employee’s personal documents and prepare the necessary documents related to residency visa and work permit.
• Liaise with NSSF and ministry of finance department (Registration, declaration, payment, and collection).
• Prepare and update monthly staff contact lists and organizational chart ensuring new staff are included and separating staff deleted from the list for both missions.
• Collect and check all HR forms received by the HR department (Job application, Leave request, advance request, employee’s documents...).
• Draw up employment contract and amendment.
• Assist in checking all staff timesheets on monthly basis.
• Assist in preparing official letters (employee certificate, experience letters etc.) and any other documents requested from line manager.
• Write meeting minutes of general staff meetings and other meetings as per line manager request.
• Organize the filing system by ensuring that all files are labelled, and old files are archived.
• Assist in the preparation of any required report, support with translation.
• Photocopy, scan and archive copies of monthly accountancy.

Responsibility 2: Manage cash flow and Accounting.

Aim: Assist the HR Finance officer in cash flow management and book management with respect of HI procedures.

Benchmark: Quality of ledger, number of cash count errors, adherence to deadlines, quality of monitoring charts.

Activities:

• Manage petty cash and working advances for HI team in her/his base (after validation of his line manager).
• Prepare bank letters based on the line manager request.
• Check that payment / receipt vouchers are properly filled.
• Ensure the validity of the invoices (quality of invoices, validation).

Assist the HR Finance Officer in any other tasks that may not be described in the Job description and yet may participate to the achievement of the settled objectives within the individual action plan.

THE SUCCESSFUL CANDIDATE will have:

• Fluent in English and Arabic(French a plus).
• Excellent communication, diplomacy and negotiation skills.
• Good organizational skills.
• Good oral and written skills.
• English and Arabic typing.
• Autonomous in using the basic functionalities of Microsoft Office; Excel, Word and Outlook.

EDUCATION AND EXPERIENCE:

• University Degree in Business Administration or any related degree in HR or Accounting.
• Minimum experience as administrative assistant or accountant (at least 1 year).
• Previous work experience with I/NGO.

PROFESSIONAL STANDARDS:

HI workers must adhere to the values and principles outlined in HI Code of conduct.  In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-fraud, bribery, and corruption.

Initial contract will be fixed term contract  for a period of 1 year and the position is a Part Time basis.

Location is based in Beirut with frequent movement inside Lebanon.

Handicap International is an equal opportunity employer and particularly welcomes applications from persons with disabilities

Basic salary range for the position : From 560 USD to 600 USD based on experience.

Closing date: 09/10/2018

Only shortlisted candidates will be contacted.

Application should include CV and motivation letter. Incomplete motivation letters and applications received after the deadline will be disregarded.

Interested candidates send their CV to recruitment@lebanon.hi.org with the subject Administrative Assistant.