Administration Clerk

Action Against Hunger, an International NGO operating in Lebanon since 2006, is looking for an Administration Clerk, based in Beirut Action Against Hunger offers a competitive salary package, a respectful and motivating working environment, trainings and promotion opportunities and is committed to core humanitarian values. Please visit our website for more information. Action Against Hunger is committed to the principles of non-discrimination and diversity and is particularly interested in receiving applications from a broad spectrum of qualified people.  Action Against Hunger never asks applicants to pay anything during the recruitment process. It is entirely free. Disclaimer : the tasks and responsibilities might be slightly amended during the recruitment process. GENERAL RESPONSIBILITIES Under the supervision of the administration coordinator, the admin clerk will have the following main responsibilities : Responsible and liable for the safe Manage all cash transactions once validated by base administration and ensure that ACF Procurement and Commitment of Expenditure Procedures have been respected. Make payments from Beirut office when required. Support HR department when needed Support with additional tasks as identified by the Capital administrator. DETAILED RESPONSIBILITIES AND TASK Objective 1 : Ensure the appropriate cash management at base level Cash management: Manage the cashbooks in a secure way *** Give professional advances to all departments following Action Against Hunger internal procedures and ensure that they are closed within 48h (with authorized exceptions ) *** Make payments, using good payment forms, checking the invoices conformity with internal standards and the presence of the required documents *** Make payments from Beirut office when required *** Record payments in cash books on a daily basis and submit it at the end of everyday to the base administrator or the base accountant *** Proceed to cash verification on a daily basis, and with the signature of the Administration Coordinator, and as well at the end of the day and end of the month (Monthly cash reconciliation) *** Inform the base administrator when the cash balance is low in order to withdrew money  Compliance Before any payment, ensure that Action Against Hunger procurement and Commitment of Expenditure Procedures have been respected and report to the Capital administrator any discrepancy or non-respect of the procedures *** Verify that all invoices meet internal standards of invoicing (date, supplier, name, address, contact details, quantity, specification, per unit and total price of items, signature and stamp of supplier, should be legible if hand written, translation into English) before payment and inform the base administrator in case of discrepancy *** Verify with the Logistics Department and other authorized purchasers that the Supply Purchase Orders are properly filled in with correct budget codes (mentioned in the procurement requests) and Purchase Dossier file number, and that they are properly recorded and followed up until payment. Inform the Logistic Department of data required in the invoices. *** Inform the Capital administrator if some expenditures are non eligible or suspicious. *** Support in the preparation of audits Objective 2 : Ensure the appropriate archiving of all supporting documents Keep all supporting documents organized and secured at all times as per the archiving policy *** Upon request, support the HR department to ensure the proper archiving and scanning of the HR documentation *** Report to the capital administrator any missing or incomplete document Objective 3  : Security Respect the security rules specified in the mission and base security plan and perform the security management tasks that can be assigned in its protocols ** Communicate to the security managers of the working location any security related information or non-compliance with the security plan *** Keep the confidentiality and security of all Action Against Hunger records and information gathered in the course of employment with Action Against Hunger Objective 4 : Support to Action Against Hunger humanitarian goals Support the HR, logistic and administration departments as required *** Support emergency interventions, as per the employee's capacities ** Support any activity that helps achieving Action Against Hunger humanitarian goals, as per the employee's capacities REQUIRED SKILLS, AND ABILITIES Accounting / administration diploma or related professional experience At least 2 years experience in administration or finance, preferably in NGO Professionalism, Good organization skills, Sense of confidentiality Fluent in Arabic and English  Computer skills :MS Office, Expert with Excel. Knowledge of some accounting programs a plus