Administrative, Logisitque & Liaision Officer

GENERAL OBJECTIVE Under the supervision of the Administrative & Finance Coordinator, the Administrative,Logistic & liaision  Officer is responsible for the development and the monitoring of the administrative, financial and logistic organization of the remote office of Premiere Urgence Internationale  in Beirut for the Syrian mission. His/her responsibilities include but are not limited to daily accounting and cash handling, overall financial follow-up, human resources management and logistic supply, with a permanent view to confidentiality. He/she ensures that all the components under his/her supervision are strictly and constantly respecting PUI official guidelines and are in line with the Coordination office in Damascus, with support from the Administrative Coordinator and the Logistic Coordinator. RESPONSIBILITIES AND TASKS 1-       Manage the daily payments, cash / bank books and cash forecasts: Manage the Beirut office cashbox(es), Ensure the daily payment of expenses, and prepare monthly reports on expenses, Prepare cash flows, cash needs and cash forecasts in coordination with all departments of the office, on a weekly and monthly basis, Ensure daily follow-up of the expenditures in the appropriate book, Ensure all transactions are in respect of the PUI validation and eligibility rules and the flexibility of each financial sponsor, Record transfers, advances, exchanges and bills in cashbox(es) and safe accounts, Ensure the follow up of bank accounts and prepare monthly reconciliations, Prepare all documents related to bank transactions and bank reports, Prepare cash inventories and monthly closing, Ensure constant security of cash handling and funds transfers. Prepare the monthly accounting with SAGA software and send every month the provisional writing for Beirut base cash and bank books to Damascus Finance office 2-       Collect, treat and archive the administrative documentation: Gather, control, file, scan and archive all accounting and administrative documentation (invoices, advances, contracts...) according to PUI standards, and safely send them to Damascus on a monthly basis, Check that each invoice contains the accurate information and support documents, Translate all invoices and any requested information in English, Classify invoices by program number and date, and attribute to each invoice a unique number. 3-       Reporting on the office administration: Assist the Administrative and Financial Coordinator for the preparation of financial audits for the office / mission (external and internal), Support the AFC in the preparation of monthly and annual financial reports to HQ. 4-    Administrative management & follow up Prepare and/or gather supporting documents related to each local staff contract: PUI card, ID and driving license copies, blood type justification, certificates... Help preparing local staff contracts (new recruitments, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions, Forward updates regarding all expatriates and local staff and their contract terms (dates, position, monthly allowance), as well as all original document to Damascus Keep track of the days off for the national staff and ensure the process is respected, Follow the evaluation/appraisals deadlines and inform the managers accordingly, 5-       Recruitment policy Ensure that the PUI recruitment policy is implemented and respected, Ensure that all the recruitment document (selection  grid, comparative table, technical tests) are duly filled, archived and available, Assist the DHoMQ in the recruitment (interviews or tests when needed), File and archive the resume received on the email address for each department; Prepare the integration of any new employee (contract, email, document to bring...). 6-       Payment Prepare the pay roll at the end of each month, Prepare the expatriates per diem at the beginning of each month, Help in the calculation, provision and payment of NSSF (social security) and income taxes via Ministry of Finance (monthly and yearly) as well as all other annual declarations to Ministry of Finance, Update the Salary database every time a change arises. 7-       Supply Chain and procurement: Organize the office procurement in coordination with the Logistics Coordinator and following PU supply chain and procurement procedures, Supply items and materials according to the office collected needs (with specifications) and securing approval (all necessary signatures) before proceeding, Ensure that project codes, account codes and budget lines have been determined in coordination with Logistic and Finance Coordinators, Supervise the identification and selection of suppliers according to PUI orders, Control quality and quantity of purchased items, Develop frameworks contracts with suppliers, when possible and applicable. 8-       Equipment, furniture and premises management: Supervise the material lists (assets, physical equipment...), update and report on them on a regular basis, Dispatch equipment on the Office according to the needs, and make regular inventories, Ensure the storing in a safe place and the availability of all equipment and stationary, using PUI equipment management procedure, Follow-up on the office and guest-houses maintenance, rental and charges payment. 9-       Security equipment management: Supervise the follow-up of security equipment (Security chest, pharmacy box…), Ensure that all Driving staff know and apply safety driving standards, Ensure that vehicles are equipped with the appropriate security items. 10-   The liaison & communication: Liaise with national authorities regarding administrative issues Facilitate PUI legal status in Lebanon Proceed to all translations requested Ensure information is circulated effectively between Beirut and Damascus office, Make recommendations for updates of internal policies & procedures, Participate actively in coordination meetings at office level, Record the minutes of meetings when asked by Managers and Coordinators, Guarantee that PUI coordination tools are implemented, Prepare any kind of report requested by his/her Managers and Coordinators.