Administrator Assistant

MEDECINS DU MONDE FRANCE seeks   Administrator Assistant   For more than 30 years, Médecins du Monde, a campaigning medical organization committed to international solidarity, has been caring for the most vulnerable populations at home and abroad. It has continued to highlight obstacles that exist in accessing health care and has secured sustainable improvements in health-for-all policies. Those working for this independent organisation do not solely dispense care and treatment but condemn violations of human dignity and rights and fight to improve matters for populations living in precarious situations. MdM currently works in 46 countries across all continents where it focuses on 4 priority areas: caring for the health of migrants and displaced persons, promoting sexual and reproductive health, combating HIV and reducing the harm and risks associated with drug use, crises and conflicts.     TASKS AND RESPONSABILITIES :   Note: This position has been created for the replacement of the Administrator during her maternity leave.   Main objectives   Under the supervision of the Logistic and Administrative Coordinator, assisting in managing the mission with regard to financial, human resources and administrative issues.   Hierarchical and functional links The Administrator assistant reports hierarchically to the Logistic and Administrative coordinator. Detailed activities   Cash flow management and monthly accountancy   Ensuring the timely payment of the expenses related to the operation of the MDM programs. You prepare the payment in advance and have them signed by the person having the signatory. You respect the delay of payment of 3 days as per rules of payments agreed with the logistic department. You are the solely responsible for the payment and you are the one contacting the suppliers to inform them.  Before processing any payment, to make sure the supporting documents are respecting the procurement procedures (MO, quotations, grid analysis, PO, invoices) and the commitment of expenditure procedures (all expenses are duly validated, payment by cheque is preferred…). No payment is processed in case procedures are not respected. Is responsible for the management of Beirut cashboxes (LBP and USD). Make sure enough money is available in cashbox to cover the activities and that security money is available. This includes going to the bank. Managing of all the advances in the mission. Prepares the advances on salaries for international staff (and national staff when applicable). Have a follow-up of operational advances (field trips, logistic department) and make sure advances are settled each week with correct supporting documentation. Follow-up of the deposit payments. Translation of the invoices if needed. Keeping the accountancy through the MDMD accountancy’s software. Have the cash/bank journal and balances up to date at any time. Prepares monthly reconciliation for the cashboxes and bank books. Alerting and seeking advice from Logistic and Administrative Coordinator in case of discrepancies (failing in respecting the procedure in term of supporting documents, advances not settled on time, discrepancy in cashbox). Archiving all necessary documents for monthly accountancy in accordance with MdM procedures.           Human Resource Management   National Staff   Following up national staff HR’s administrative issues like salary slip, registration of new employee to NSSF and MOF. Follow-up of leaves / overtime compensation: update the data salary, prepares a monthly reports on holidays / compensation and share it with the coordination team. Make sure the employees’ files are up to date and on line with MDM guidelines.  Paying salaries and legal contributions to the relevant authorities on a monthly basis after it is validated by the Logistic and Administrative Coordinator. Send monthly the data salary to Logistic and Administrative Coordinator. Circulating MdM job advertisements through local media and other NGO’s after validation of the Logistic and Administrative Coordinator and assisting in other activities concerning recruiting of new staff (job description, induction, trainings…) Following up on legal requirements regarding employment (social security, income tax if any, work permits, residency, employment contracts etc.)   International staff Perform check-list for expatriate at their arrival and departure. Ensure the presence and the correct update of international staff archive   Coordination   Facilitates the exchange of information and ensure smooth communication process between the different departments (support services / operations) and with other NGO’s   Other   In charge of following up of the contracts and/or agreements renewals. To monitor and alert for timing of renewal. Have the table of contracts up to date at any time. Prepare and/or revise letters, agreements, or any other official document, according to the needs of the mission. Translate verbally and in writing when necessary Perform any other additional duty on request of his supervisor Respect MDM principles/values and do not accept gifts in form of financial or any other compensation (ex: items/materials, food, drinks) from suppliers, traders, contractors, patients/ caregivers   CONDITIONS OF EMPLOYMENT: Starting: 17th January 2016 Contract: Employee – Fixed term contract Duration: 3.5 months Full time Post based in one of the operational bases of Medecins du Monde in Lebanon   SKILLS AND EXPERIENCE NEEDED: Qualification in Business administration Accounting. Finance, or related fields. Experience working with NGO is helpful, but not mandatory. High Motivation for challenging and complex task and good common sense Strong skills in communication, mediation and cooperation Ability to cope with difficult security context. To be able and willing to work in a multi-cultural environment. Languages:  Arabic and English language are mandatory.   INTERESTED? Please send a CV and a covering letter to the following address: mdm.lebanon.hr@gmail.com Deadline: 18/12/2015