Administrative & Finance Assistant

Under the overall supervision of the IOM Representative (RP) in Beirut, the incumbent will carry out the following duties and responsibilities: Core functions/ responsibilities Financial Responsibilities • Responsible for the month end procedures including closing of all financial activities, bank and cash reconciliations; • Review and post accounts payable and accounts receivable entries in SAP • Act as the Treasury Controller for the mission: liquidity management and bank balance reviews; • Running SAP financial reports ; • In coordination with IOM RP create and revise project structures including add new business area and new budget lines and follow up with PCST department; • Maintain and create vendors in the mission. • Responsible of the preparation and finalization of the yearly Budget Submission Package (BSP) in coordination with the IOM RP and budgeting for new IOM projects • Estimate office and staff cost, in order to include it in the yearly Budget, project proposals and funding requests. • Prepare the mission monthly funding request • Prepare the interim and final financial reports to be submitted to the donor and submit the monthly Ad-hoc reports to the responsible regional office following established guidelines • Monthly payroll projectization for international and national staff. Administrative Responsibilities • . Maintain and update personnel files for national and international staff and prepare all related and required reports to be submitted to Manila Administrative Centre and HCPU (Personnel Establishment Form, Changes to the personnel establishment, MSP-PEF form). • Prepare Contracts and PAs, promotions calculations, separation clearances and employment/salary certificates • Arrange for the employees’ Entry on Duty Medical Examination and Medically Fit Certificate, following up with MAC regarding their medical clearance as well as the completion of the medical forms for the admission to IOM medical service plan;. • Check travel authorizations and verify travel expenses claims. Desirable Qualifications: a) University degree in Business Administration, HR Management, Accounting would be considered as an advantage); b) At least 3 years of relevant experience c) previous experience with UN specialized agencies, NGO's or international organizations Competencies: A) Excellent communication, written and verbal skills both in Arabic and English; c) Ability to work under pressure d) strong strategic and creative thinking; e) ability to work harmoniously with colleagues from varied cultures and professional backgrounds; f) good level of computer literacy (SAP, MS Office Word, Excel and Outlook); g) personal commitment, flexibility, efficiency and drive for results; h) Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints Language(s): Fluent in English and Arabic. Knowledge of French would be considered an advantage