Admin and logs Officer (This vacancy is for Un Ponte Per)

 VACANCY

Admin and logs Officer

**This vacancy is for Un Ponte Per**

JOB DETAILS

Duty Station: Beirut, Lebanon
Contract Type: Full-time, Fixed term
Reporting to: Head of Mission
Salary: As per UPP scale
Hours: 40 hours per week (FTE)

PRESENTATION

Un Ponte Per (UPP) is an Italian NGO established in 1991. It started its activities as “Un ponte per Baghdad”, in the aftermath of the first Gulf war, with the aim of organizing solidarity initiatives in support of the Iraqi civilian population. UPP missions expanded to include other Middle Eastern and Mediterranean countries. UPP aims at preventing armed conflicts, protecting human rights and supporting local civil society, especially in the Middle East, by promoting the nexus between its humanitarian, peacebuilding and development programs. UPP in Lebanon seeks to promote the principles of peace, human rights and solidarity among people and communities.

For further information, please refer to our website: www.unponteper.it/en/

ROLE OVERVIEW

The Admin and logs Officer will provide essential support to the finance and logistics functions of UPP Lebanon. The position is based in Beirut and plays a cross-cutting role in ensuring that financial and logistical procedures are well-coordinated and aligned with both internal policies and donor requirements.

KEY RESPONSIBILITIES

1. Financial Transactions and Accounting

• Record and process project costs according to UPP administrative and financial procedures.
• Review and process payment requests, ensuring completeness of supporting documentation.
• Manage the cash and bank accounts related to the project, including reconciliations on a monthly basis in coordination with HQ Admin Desk.
• Maintain and update cashbooks and accounting ledgers in both hard and digital formats.
• Oversee proper filing and archiving of financial documents for accountability and audit readiness.
• Plan and monitor office expenses related to the project.
• Develop and maintain a sound financial/administrative monitoring system consistent with UPP and AICS procedures.

2. Reporting and Compliance

• Prepare monthly, interim, and final financial reports for internal review and donor submission, ensuring accuracy and timeliness.
• Ensure that expenditures comply with donor regulations and UPP’s internal financial policies and procedures.
• Collaborate with project teams to ensure comprehensive and timely financial documentation.
• Support the preparation of documentation for internal and external audits in close coordination with HQ Admin Desk.

3. Logistics and Procurement

• Manage and oversee supply purchases and procurement procedures in line with UPP and donor rules.
• Identify and pre-qualify suppliers, collect offers, and ensure procurement files are properly maintained.
• Negotiate and coordinate with suppliers and service providers regarding deliveries, performance, and contract implementation.

4. Administrative and Human Resources Support

• Manage procedures and contracts relating to the human resources involved in the project.
• Oversee management of contracts, invoices, and payment schedules for suppliers and service providers.
• Maintain organized archives of financial, administrative, and contractual documents.

5. Coordination

• Work closely with the Finance Officer, Program team, and HQ Admin Desk to provide financial and administrative support across projects.
• Liaise with external stakeholders (banks, suppliers, auditors, etc.) to ensure smooth financial and administrative operations.
• Provide translation and clarification of financial documentation when required to support HQ and field communication.
• Complete other tasks assigned by the Project Manager.

REQUIREMENTS AND QUALIFICATIONS

Essential

• Bachelor’s degree in Accounting, Finance, or a related field.
• Minimum 2 years of experience in a finance or accounting role.
• Knowledge of basic accounting principles and financial reporting.
• Proficient in Microsoft Excel and accounting software.
• Attention to detail and ability to meet deadlines.
• Fluency in Arabic and good command of English (written and spoken).

Desirable

• Previous experience with NGOs or international organizations.
• Familiarity with donor regulations (AICS, EU, UN, etc.).
• Experience with financial documentation for audits.

HOW TO APPLY

Interested candidates should send their CV and a motivation letter to beirut@unponteper.it , mentioning “Admin and Logs Officer – Name Surname” in the subject line. Only Shortlisted candidates will be contacted.