Logistic/ Administrative Supervisor - North Bekaa - 3 days Advertisement

DESCRIPTION OF THE POSITION

General objective:

• At his/her assigned base level, the log-admin assistant supports his/her line-manager in processing accounting operations, following-up Human Resources issues, implementing and supervising all logistical activities.
• In particular, he/she lends support to carrying out urgent activities and the filing and archiving of official and/or internal documents.
• He/she temporarily takes on the basic tasks of the line-manager in his/her absence.

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Responsibilities and main activities:

Team management

• Train and support team members under his or her supervision
• Ensure the minimal replacement of members of the admin/log services in case of absence

• Assist in the recruitment process
• Evaluate the team members under his or her supervision
• Prepare shift planning for watchmen

Reporting / communication:

• Participate in supervision of regulations in effect
• Support his/her line-manager in relations with local administrative authorities

Activities related to Administration:

Administrative management of personnel:

• Follow-up of visa and air ticket of expatriate team and apply on time for extension
• Organize national and international travels
• Welcome and participate in administrative briefing of new personnel
• Assist the administrator for the administrative management of recruitment and hiring
• Participate in the organization of training
• Ensure archiving and monitoring of individual dossiers and deliver all documents relative to the professional life of Solidarités International employees
• Ensure the confidentiality of all HR datas
• Participate in the monitoring of work contracts on the base
• Collect payment details and integrate them into the Human resources management  software (Homère)
• Issue pay slips and supervise payment of salaries after approval by the administrator
• Calculate taxes and duties and create pay records for the relevant organizations
• Keep an organization chart up to date for the base
• Assist the administrative in the organization and conduct of meetings with personnel representatives
• Participate in the application of policies relating to salaries and benefits for Solidarités International
• Monitor changes in the cost of living

Treasury / accounting / management

• Supervise the physical maintenance and safety of cash boxes
• Prepare monthly closing, revision and integrity of accounts for the base
• Issue vouchers, supervise archiving of records
• Participate in audits or any checks issued by partners or head office, at the base level
• Participate in the consolidation of budget follow ups and cash forecasts at the base level
• Monitor due dates for payments of contracts managed by the administrative coordinator
• List liquidity needs in concert with the admin coordinator
• Carry out pay-outs and advances, within established guidelines
• Keep the registry of cash pay-outs and the cashier’s register
• Record budgetary transfers and keep accounting codes
• Verify, before recording, that records conform to regulations and procedures of Solidarités International
• Translate accounting documents if necessary
• Exchange currencies at request of superiors
• Verify cash balances daily and report any discrepancies to superior
• Archive accounting records according to Solidarités procedures after a final verification of receipts etc.
• Guarantee security of the cash and confidentiality of information

Activities related to Logistics:

Management of supplies

• Update price lists and supplier databases
• Control Solidarités International purchase procedures
• Verify and process quote requests and IOFs
• Prepare and archive purchase folders
• Implement purchases, monitoring adherence to validation regulations and procedures
• Negotiate prices, deadlines and methods of delivery
• Ensure that relationships with suppliers are monitored
• Organize and supervise all logistic aspects and documentation for good/supplies transport: way-bills, packing lists, final delivery/distribution records

Management of vehicle fleet

• Assist in the planning and execution of service work on vehicles
• Organize the weekly movement of vehicles
• Ensure that a tool box and emergency kit are available on board all vehicles and ensure drivers check the kit is always complete
• Check that vehicle log books are in place and are used correctly
• Assist in monitoring and consolidating fuel consumption and miles travelled for all vehicles
• Prevent misappropriation of fuel and spare parts
• Monitor the administrative documents for all vehicles

Management of equipment/telecommunications

• Assist in installing and securing materials
• Assist in monitoring and maintaining materials
• Assist in the planning and execution of service work on generators/motor pumps
• Organize training sessions in the use of means of communication

Management and monitoring of IT equipment

• Update antivirus software
• Provide teams with adequate means for data backup
• Ensure the maintenance and correct use of IT equipment

Management of stock

• Supervise the maintenance and securing of warehouses

• Carry out regular stock checks and physical inventories

• Ensure/Supervise the basic maintenance of premises (office and guesthouse)

ORG CHART POSITION (reporting and functional relationships)

Line manager:  Base Manager

Line report(s) on base: Logistics Officer - Driver

Functional manager: Logistics Manager / Admin Manager

Functional report(s): -

PROFILE NEEDED

Studies : Bachelor degree or more in Business Administration or equivalent

Experience : 3 or more years of experience in a similar role

Language : English – Required, Arabic – Required, French – an asset but not necessary

IT : Office 365, procurement software, financial follow-up tools

SI WILL OFFER YOU

A salaried post :  1615 USD as basic salary

Vacation : 1.75 paid leave per month

Social and medical cover