Regional Administrative & Human Resources Assistant-Danish Red Cross

The Danish Red Cross (DRC) has been present in the Middle East & North Africa (MENA) region since 2002. Currently, we work in Iraq, Lebanon, the occupied Palestinian territories (oPt), Syria, and Yemen. Each of these countries is directly or indirectly affected by civil war or international conflict, and DRC supports the Red Cross/Red Crescent (RCRC) National Societies (NS) with interventions in the fields of Emergency Relief, Health, Psychosocial Support (PS), Water Sanitation & Hygiene (WASH), and Organisational Development (OD). We emphasize the strengthening of our partner NS, both through organizational development and operational capacity building, and we see integrity, transparency, autonomy and sustainable volunteer structures as conditions for building long term effectiveness and efficiency. The DRC MENA Regional Office (RO) supports the five Country Teams in reaching these objectives, particularly focusing on sound project management that builds the confidence of donors and contributes to the sustainability of our projects and programs. There is a significant administrative role in supporting this RO, including petty cash transactions, and in Human Resources (HR) management. The latter is particularly needed to support the selection and recruitment of new staff due to a steady turnover, in the staff exit procedures at the end of contracts, in facilitating and keeping track of staff travel, their rest and recuperation (R&R) break, and their annual and other forms of leave. Job purpose The Regional Administrative Assistant, under the direction of the Regional Finance Manager (RFM), performs effective and timely administrative work in support of the Regional Office functions and the Country Teams to contribute to the efficient financial/administrative operation of the DRC MENA RO and effective implementation of DRC projects and programs in MENA region. Financial Cashier for the DRC MENA RO petty cash fund including custody of the safe and ensuring sufficient funds are maintained in order to meet cash payments required to delegates/vendors / contractors. Prepare and process funds transfer requests from DRC Headquarters (HQ). Processing DRC MENA RO and DRC MENA Country Team payments and, if applicable, work flow (internal) invoices. Advance funds for delegate travel and other expense and process clearance of advance or claims for reimbursement (per diem, accommodation etc.). Maintain cashbook for all cash payments and movements. Liaise with bank and in-charge of banking transactions such as wire transfer, withdrawals, currency exchange etc. Prepare and submit monthly / bi-monthly  expense forecast of RO /delegate payments to IFRC Maintain financial records/documentation and an appropriate and efficient financial filling system Office / Administrative / Human Resources Management Log time registration hours on AX finance system for HoR and MENA HQ Desk Officers. Enter necessary data on the HQ Lessor Portal (delegates’ leave management system) and do other tasks that it entails. Log/track delegates’ leave, R&R, public holidays and other absences from the duty station. Oversee procurement and maintaining of RO supplies. Periodically check and update the inventory of the physical assets owned by the RO in Beirut. Ensure insurance coverage for RO staff and physical assets/equipment through IFRC. Liaise with the IFRC and PNS to acquire visas and other permits for DRC staff and visitors. Maintain inventory of DRC assets in RO and in program countries. Provide support to regional staff/delegates (in coordination with IFRC where necessary) for apartment and vehicle rentals, mobile phones, internet service, office equipment and future needs. Track mileage on the DRC-owned and rented vehicles and ensure proper accounting for official and personal use, including cost recovery if deemed appropriate. Make necessary logistical arrangements for DRC related events (e.g. planning and organization of meetings and workshops) and delegates/consultants visiting Beirut. Ensure that a proper filing system is in place for the DRC MENA RO: - hard copies of key documents (programmatic, contractual, financial); - electronic, i.e. essentially managing the DRC RO ‘OneDrive’ file storage and ensuring it is well organized and accessible. - ensure that all RO staff regularly perform a back-up of their ‘C-Drives’ in the absence of a shared drive supported by a dedicated server. Ensure the DRC MENA regional guest house (apartment) is maintained with adequate furnishing/appliances, utilities, internet service and cleaning. Support the RO through liaison with IFRC over office support issues related to the supply of services, booking of meeting rooms, ensuring that offices and shared facilities remain clean and functional and that the RO duly pays its Shared Office and Services Costs (SOSC). Ensure adequate computer hardware and software support to the RO, through IFRC or externally as necessary, including the potential establishment of a dedicated server for DRC. Maintain updated list of delegates and staff contact details and various other personnel lists and files in coordination with IFRC and DRC HQ Human Resources departments. Perform any other general and administrative duties as required by HoR, RFM, and other senior staff. Liaise with IFRC on general and administrative matters as necessary concerning DRC MENA RO.   General Responsibilities Ensure compliance with DRC procedures (SOPs) including financial and procurement / administration guidelines. Stay abreast of a new visa, and work permit regulations across the countries where DRC has delegates stationed, and inform the DRC MENA Regional and Country Teams accordingly. Participate in relevant internal DRC meetings, development forums, workshops, and courses, etc. Provide backup for other DRC MENA RO staff, as required.    Position Requirements  Education   Required Preferred Bachelor Degree in Business Administration or related field x   University degree or advanced education certificate in accounting/finance.   x Experience   Required  Preferred At least 3 years experience working in an administrative function.   x Significant recent experiences in general office work, office administration, and financial management. x   Significant recent experience working for an international humanitarian organization with expatriate staff.   x Office filing experience, electronic and hard copy. x   Experience of supporting various human resource management functions. x   Experience in dealing with suppliers and procurement.   x Understanding of the Red Cross/Red Crescent Movement.   x Knowledge and Skills Required  Preferred Good computer skills (Word, Excel, and Outlook). x   Demonstrated ability to understand and apply organizational policies and plans. x   Excellent organizational and interpersonal skills.        x   Teamwork: Commitment to the International RCRC Movement; integrity & personal conduct; sensitivity to diversity; flexibility & adaptability; interpersonal skills; resilience; friendly. Have a positive attitude, proactive, resourceful, hardworking, trustworthy, mature and able to maintain confidentiality at all times. x   Strong sense of ownership and ability to see through the completion of a task assigned. x   Languages Required  Preferred Fluently spoken and written English. x   Fluently spoken and written Arabic. x   Competencies (to be filled in by HR)     Able to work independently as well as part of changing teams. Resourceful and capable to research and source information. Flexible and adaptable to changing working conditions. High degree of integrity, proactivity, and discretion in personal conduct. Self-motivated, proactive, with good judgment and initiative. Able to prioritize tasks, work under pressure, and meet deadlines. Communication, coordination, networking and facilitation skills. Able to cope with a working environment that could occasionally be stressful due to e.g. fluctuating workloads, unplanned tasks, and occasionally even personal insecurity.