Part-Time Administrative Assistant

PRESENTATION OF HANDICAP INTERNATIONAL Handicap International is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. Handicap International is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.  For more details on the association: http://www.handicap-international.org  Handicap International is composed of 2 operational divisions: Humanitarian Action Division Development Division  MISSION CONTEXT  The Emergency Response Division in Lebanon was created in April 2012.  The provision of support to health structure is provided directly by Handicap International physiotherapist and technical advisor. The identification, assessment of the needs, referral and direct provision of services is done through outreach teams (composed of one social worker as case manager and one physiotherapist supported by psychologists and/or psychosocial workers) and trough fixed points in the communities (in community centers to allow more efficiency reducing the time to reach the beneficiaries). GLOBAL OBJECTIVE OF THE POSITION  Under the line management of the Administration Officer, the Administrative Assistant is responsible for the respect of all the administrative processes (Finances, Human Resources, and Accounting), rules and deadlines are handled according to Handicap international standards. According to the position, the Administrative Assistant must keep all the data confidential, and share it only with the accurate persons.  WORK RELATIONSHIPS  Line manager: Admin Officer Line manager+1: Admin Manager Supervise: No one In direct cooperation with: Administration Officer, Logistic and Program department  RESPONSIBILITIES & OBJECTIVES  Objective 1: Human Resources Activities/Main duties: •Follow up ending contracts for staff according to the HR database and ensure that all the required documents are provided for amendments (extension requests...) •Follow up end of probationary period for reminding for managers. •Prepare the amendments of the contracts when needed, in addition to the work certificates and the payslips. •Prepare and distribute attendance sheets to the staff; follow up leave requests and ensure they are validated by the right persons and update the follow up file •Maintain historical human resource records by designing a filing and retrieval system; keeping past and current records •Ensure the recruitment policy has been followed, using all Handicap International forms and standards (receiving HR request and Job Description before launching the vacancy online) •Archive the recruitment tests in the HR files making sure to have all the required documents (HR request, recruitment matrix, reference check sheet, CVs, tests, interview sheets..). •Prepare the Job Announcement and send it to HI staff and to the HR and Admin Manager in Beirut and Tripoli. •Update the Open Vacancies sheet whenever a vacancy is opened •Send rejection letters to the non-selected candidates •Update the notice board continuously •Scan employees files making sure that they include all the needed documents and signatures. Old files should be scanned within 3 months. •Update the organization chart and the contact list •Update the training database after each training attended by employees in the base •Scan the national staff appraisals and update the follow-up table •Follow up the Training evaluation form directly after an employee attend a certain training  Objective 2: Administration Activities/Main duties: •Prepare on a monthly base the VAT declaration •Ensure the welcoming and induction of new staff and carrying out administrative briefings •Update the insurance table according to the received and reimbursed claims •Send the pending claims to HR Beirut •Scan and distribute fidelity cheques •Prepare the NSSF and MOF declarations and make sure that they are validated by HR Beirut whenever an employee is recruited or terminated.  Objective 3: Cash flow Management (Bank and Cash) Activities/Main duties: •Manage petty cash and working advances for HI team in her/his base (Only when the Admin officer is on leave) •Prepare and Pay Salary Advance and transmit the follow up to the Country Administrator (Only when the Admin officer is on leave)  Objective 4: Accounting Activities/Main duties: •Check that vouchers are properly filled •Ensure the validity of the invoices (quality of invoices, validation) •Computerize, on daily basis, cash and bank expenditures in Navision software •Carry out cash reconciliation •Closing the accountancy at the end of each month (prepare cash and bank controls, verification table, checklist, and transmission sheet…). Computer skills: good  Personal qualities & soft skills -    Good communication Skills -    Flexible -    Ability to multitask and deal with stressful work situations. -    Good interpersonal skills