Support Services Officer

CONTEXT

MSF Lebanon Branch like the other 20 MSF offices across the globe is part of the MSF international movement. MSF Lebanon branch office is mainly located in Beirut with a satellite team in Egypt, coexist and collaborate with operations activities in both countries. Our support services team is composed of 7 full time members and primilarly in charge of all finance and logistic matters, including facility management. From Lebanon and Egypt, we work regionally and contribute globally to MSF’s medical humanitarian response in their emergency and regular responses and interventions all over the world.

MAIN RESPONSIBILITIES

Support the growth and further establishment of MSF LB branch by carrying out financial and logistical tasks, ensuring smooth office administration through well documented and coordinated processes.

DETAILED RESPONSIBILITIES

Under the supervision of the Head of Support Services:

Finance/ Accounting:

• Assist with finance activities as requested, including monthly billing, tracking and reimbursements
• Handle day-to-day petty cash; ex: Paying suppliers, reimbursing staff & other operational cash payments with the support and validation of the budget holder
• Track all petty cash transactions, undergo physical count of cash on daily/weekly basis and update related records regularly
• Ensures received invoices and documents from suppliers / partners are accurate, include the full details, and are compliant with the auditing policies
• Request & ensure all monthly settlements are recorded and documented (Scanned, filed, saved, and shared with the Head of Support Services)
• Follow up on invoices and payments’ validation with Head of Departments
• Prepare validated payment requests, and submit it to HQ in a timely mannerAssist the Head of Support Services in the provision of monthly treasury and cost planning for fund requests
• Carry out accounting tasks and activities including effective data entry on the accounting software, filing, following up on signatures.
• Ensure accounting data entry is in line with the budget categories and accounts.
• Ensure strict control of all expenditures, and that effective payment procedures are applied

Logistics, IT, and Procurement:

• Procure supplies, equipment, and materials for all activities/ departments.
• Coordinate and follow up with the supply team on quotations and purchases
• Create and maintain contact with vendors and service providers to ensure timely delivery of goods
• Ensure the procurement process is aligned with the branch’s policies and procedures
• Prepare and draft a summary for the received quotations and share with line manager for selection
• Monitor and track the inventory of office assets and supplies in coordination with the line manager
• Coordinate all travel arrangements for staff, booking flights, accommodation, transportation, in collaboration with HR department.
• Draft agreements in parallel with the relevant department for new supplier, contractor, and/or sub contractor.
• Update suppliers list regularly including all related categories & contact details
• Work on relevant estimated pricing lists to support the supply team when needed.
• Receive and check deliveries to ensure that the correct amount and type of stock is delivered.
• Perform regular checks on office supplies and report updates accordingly
• Ensure laptops, phones and other supplies are available for new joiners
• Ensure all laptops are backed up and formatted upon a staff’s departure
• Assist the Head of Support Services in inventory tasks and other matters as needed

Others:

• Manage incoming post, opening mail and distributing it internally.
• Manage outgoing post, including parcel deliveries.
• Participate in meetings regarding office management for the building and take an active part in the coordination of facility services.
• Office premises security brief for office employees (including keys and access control)
• Perform such other duties as may be assigned.

   

REQUIREMENTS

Education

• Preferably, a bachelor’s degree in Business, Finance, Accounting, or a related field.

Experience

• Previous experience in Finance, office management, and/or experience in a similar position is preferred

Competences

• Fluent in Arabic and English
• Strong organizational skills; able to prioritize and manage tasks in a complex structure despite competing deadlines.
• Strong computer skills, including MS Office applications. Knowledge of at least 1 accounting software required
• Ability and experience in adapting to multiple systems & processes
• Other competences: team player, multitasker, striving for high performance, proactivity, strong initiative and self-motivation, Strong coordination- and communication skills, and ability to handle stress.

CONDITIONS

• Full time position, based in Hamra, Beirut.
• Position on Level 07 on the MSF function scale
• Permanent position: minimum moral engagement of 2 years, according to the contractual MSF Lebanon frame: first contract of six months then renewed under a fixed permanent contract
• Starting date: July 2022