Finance, Hr & Administration Assistant

OXFAM PURPOSE: To work with others to find lasting solutions to poverty and suffering.   JOB PURPOSE:   To provide professional finance, HR and Admin support and maintain Zahle office daily activities according the Oxfam’s Mandatory Procedures.   REPORTING LINES:  Postholder reports directly to: Area Manager  Matrix lines: HR officer (Beirut) and Finance Manager (Beirut)   DIMENSIONS: Carry out tasks within guidelines laid down by manager / supervisor. Draws from a number of information sources to inform individual and group decisions. Responsible for the proper use of equipment by others, with due regard to health & safety standards and guidelines Responsible for supervising one or more support staff (Cleaner) including basic planning of day to day work. Solves basic problems, which have some variety, and takes decisions based on a number of options. Communicates widely within the department, with some Oxfam contacts and/or wider external contacts. Contributes to the development of improvements to the department's services, procedures and systems.   KEY RESPONSIBLITIES:   FINANCE Responsible for the office cash according to Oxfam GB (OGB) procedures. Preparing payment vouchers, receipts, etc. according to OGB rules and regulations and seeks appropriate authorization and making sure all transactions have the supporting documents and approvals. Ensure that original invoices, receipts or contracts matches OGB/Back donor’s requirements, and securely kept in the office. Communicate with local external contacts, such as banks, partners and suppliers. Process floats and petty cash in coordination with the Beirut finance team whenever required. Handling the registers. Maintaining the cash and bank books on daily basis. Making sure that all transactions are appropriately recorded using relevant budget codes and ensuring an accurate reconciliation. Support the Finance Partnership Officer in visiting and stamping the partners supporting documents, if and when required. Prepare monthly lists of accounts payable and accounts receivables, vehicle rental, house/office rent, telephone, medical costs. Make sure that all documents are properly filed on time. Give information and relevant documents as Auditors need and requested Work closely with the operational finance officer on daily tasks and registers. Expect Regular visits to Beirut Office   Human Resources: To be the first point of contact for all verbal and written forms of communication and enquiry on HR and Admin issues, from people both within and outside Oxfam Zahle office. Recruitment support; liaising with managers and candidates, to support interview arrangement for Zahle office. Supporting absence administration maintenance and maternity correspondence. Producing standard HR letters and any other applicable documentation and correspondence. To be responsible for updating and maintaining of the Zahle office personnel files (including tracking all forms of annual/sick leave. To contribute to project work individually or collectively. To provide a comprehensive HR administrative support service to the Country HR Team.   ADMINISTRATION: Support co-ordination and organisation of training events, booking venues and liaising with trainers, delegates and caterers to ensure everyone is kept up to date with changes in numbers or event. To ensure that the proper administrative procedures and standards for order follow-up, ordering, office stock materials and supplies is well kept and dispatch are followed. Responsible for the proper maintenance of office and apartments’ cleanliness by supervising the Cleaner and ensuring the necessary supplies and materials are planned and provided; maintenance of office equipment,   Manage the administering of mobile phones to new arrivals To keep a proper record of expenditures, receipts, requisitions, purchase order forms, waybills, and all other documents   SKILLS AND COMPETENCES At least a relevant Diploma or Degree holder (E)  Proven 2-3 years of Human Resources, Finance or Administrative experience and good organisational skills – (E) Ability to work well under pressure within a very busy environment, using own initiative and to prioritise accordingly to meet deadlines (D) Ability to deal in a tactful and professional manner with confidential information and sensitive situations – (E) Ability to compose correspondence and to create and develop administration processes (E) Excellent interpersonal and communication skills (E) Computer literate with excellent word processing skills and knowledge of Microsoft Office and electronic mail systems (such as Lotus Notes) – (E) To have an understanding of and ability to be customer service focused (E) The ability to role model Oxfam's values of empowerment, accountability and inclusiveness. (E) English and Arabic are essential (E)