Admin Support

INTERSOS is a non-profit humanitarian aid organization that works to bring assistance to people in danger, victims of natural disasters and armed conflicts. Established in 1992 with support from the Italian Federation of Trade Unions, its actions are based on the values of solidarity, justice, human dignity, equal rights and opportunities for all people and respect for diversity and coexistence, paying particular attention to the most vulnerable and the unprotected.

INTERSOS identifies with the core values of CONCORD, the European Confederation of NGOs; it adheres to international codes of conduct for humanitarian organizations and the values and principles expressed within those codes. INTERSOS is recognized by the Italian Ministry for Foreign Affairs, the European Commission and the principal UN agencies; it is privileged to hold an advisory status with the United Nations Economic and Social Council (ECOSOC).

INTERSOS is an independent association which, through its own humanitarian operators, intervenes to effectively answer the needs of people in serious crises situations, mainly in the world's poorest regions, who are suffering, deprived of rights, dignity and essentials goods. It maintains a flexible operating structure. The head office in Italy coordinates, supports and monitors the planned activities in the countries of intervention carried out by decentralized offices.

Job Title        : Admin Support

Reports to       : Admin & Finance Officer

Duty Station    : Tripoli, North Lebanon 

Position Type   : Part Time (24 hours per week)

Job Purpose:

The Admin Support works under the supervision of the Admin Finance Officer and is responsible for supporting INTERSOS activities and staff with admin/finance tasks on a daily basis to assess accuracy, completeness, and conformance to reporting and procedural standards.

Generic Duties:

1. Provide administrative support in order to ensure effective and efficient office operations:

• Maintain a tight and clear archiving system for all financial and administrative documents
• Ensure the confidentiality and security of all financial and employee files

2. Perform day to day financial transactions to ensure an up-to-date, accurate and documented finances: (in case of replacement of the admin-fin officer)

• Receive and Verify purchase requests, invoices and payment requests for office and project purchases on our internal system
• Check compliance with internal and donor procedures
• Process payments per approved liquidity plans and verify transactions on compliance with financial procedures and procurement.
• Encoding/registration of payments for data entry in INTERSOS accountancy system
• Present daily cash declarations
• Liaise with the bank (withdrawing cash + sending transfers to the bank,.. etc.)
• Receiving and checking courier, liaising with sending files to all bases.

Other Specific Duties:

(Can be adapted to the particularities of the job location and the requirement of the project. This section shall be revised whenever a new employee is hire).

• Support the Project Manager in the financial management of operation; installment plan follow up & budget follow up, attending verifications with partners (UNHCR) and audit sessions if required.
• Cash Management (cash planning, cash handling, & cash reporting).
• Follow up on procurement procedures with Project Manager and Logistics.
• Provide basic support to Country Administration and Project Managers with regards to financial reporting (quarterly reporting to UNHCR).
• Prepare the monthly cash reconciliations.
• Send documents and cheque payments to the lawyer + cheque banqueirs
• Prepare & Send files to VAT department
• Prepare the documentation for all financial reports sent to donor.
• Supporting in auditing process or donor financial verifications/spot checks.
• Follow up on administrative procedures for staff NSSF documents in close coordination with Admin and HR team.

Education:

• Bachelor degree in finance or accounting or relevant field.

Competencies: (Knowledge, Skills & Abilities)

Professional Competencies:

• 1-2 years of relevant work experience.
• MS proficiency (Word, Advanced Excel – proficient in formulas and charting, outlook).
• Reporting skills.

Behavioural competencies:

• Teamwork
• Communication Skills
• Planning and Organizing
• Flexibility and adaptability
• Initiative
• Analytical thinking
• Attention to details
• Humanitarian motivation and commitment to INTERSOS values
• Respect of INTERSOS policies and procedures