Branch Office Assistant (part time)

Accountabilities

The following tasks will be completed in coordination and under supervision of Finance/HR Manager.

• Execute administrative and legal tasks, checking payroll calculations and updating personal files in order to ensure accuracy, compliance and on time payments.
• Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability, if applicable
• Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
• Enter data into the HR database and personal files and keep them up-to-date in order to facilitate HR processes management.
• Draw up monthly pay slips for all staff, editing and updating the necessary data, in order to ensure the punctuality and accuracy of staff payroll.
• Assist the Project Fin/HR manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
• Process the payment to suppliers and keep strict on all documentation involved, informing the Project Fin/HR manager/Personnel Administration manager of any sort of disparity.
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
• Make all administrative information available to the staff (posting, meetings, etc.)
• Classify and prepare all accounting pieces.
• File the accounting documents and enter the accounting pieces in the accounting software.
• Organize external trainings and meetings, venue bookings and hotel accommodations.
• Prepare perdiems, Update and send welcome to Lebanon information to visitors.
• Focal point for supply/logistic support for staff and other stakeholders.
• Provide administrative and logistical support in the organization of MSF events (MSF sessions, communication events, Mapathons etc.)
• Report and Follow-up on office maintenance related issues.

Specific Activities (link to the context)

• Takes responsibility for all correspondance and filing of administrative documentation.
• Supports and provides assistance to a qualitative recruitment process.
• Participates to qualitative appraisal and development planning processes.
• Participates in the organization of training sessions and registration processes.
• Supports a proper and fair dismissal process.
• Performs any other tasks, as requested

Requirements

Education

Desirable business or administration related diploma.

Experience

• Essential previous working experience of at least two years in relevant jobs.
• Desirable experience in MSF or other NGOs in developing countries.

Languages              

Arabic and English essential

Knowledge

Essential computer literacy (word, excel, internet)

Competencies

• Results
• Teamwork
• Flexibility
• Commitment
• Stress Management

This position is a part time position (60% - 3 days/ week).