Administrative And Logistics Coordinator Assistant

About us:  Solidarites International is an international humanitarian organization which provides aid and assistance to victims of war or natural disaster. For over 30 years the association has focused on meeting three vital needs - water, food and shelter - by carrying out emergency programmes followed by longer-term reconstruction projects. Whilst fully respecting the assisted populations’ customs and culture, SolidaritesInternational’s programmes are implemented through the joint expertise of around 180 expatriates and 1500 local managerial staff and employees. Solidarites International is currently present in Africa (Central African Republic, South Sudan, Kenya, Somalia, Mali, Niger, Mauritania, Chad, Democratic Republic of the Congo, Ivory Coast), in Asia (Afghanistan, Thailand, Bangladesh, Myanmar and Pakistan), in the Middle East (Syria and Lebanon) and in Haiti. MISSION Goal/purpose Under the supervision of the Administrative and Logistics Coordinator, the Administrative and Logistics Coordinator Assistant carries out administrative, accounting and financial management, and will support the Coordinator in all logistics operations in compliance with donors’ and SOLIDARITES INTERNATIONAL’s (SI) procedures. He/she will organize logistics support in Beirut , in keeping with Solidarités International procedures. He/she will be also in charge to follow up all the administrative issues linked to the authorities.   JOB List of main activities: Administrative management of personnel: Assist in welcoming and integrating new expatriates, ensure they receive administrative briefing Supervise the archiving, handling and security of SI administrative files Centralise training requests from teams and participate to set up a training plan Supervise the collection of elements needed to establish wages and monitor their proper implementation Calculate taxes, complete returns and make statements and payments to the necessary organizations Assist in defining and applying Solidarités International’s salary and social policies Evaluate risks linked to changes in compensation and social policies Track the cost of living Cash-flow/bookkeeping: Manage Beirut’s cash-flow and ensure that banks and cash boxes are well supplied Manage transfers from Tripoli and monitor the security of funds Supervise account keeping in Beirut, monitor cash balances Verify the accounting files before they are sent to  HQ   Budgetary / financial monitoring: Update the allocation boards Monitor running costs in Beirut Oversee adherence to donor administrative procedures Aid the administrative coordinator in formulating financial reports and carrying out audits Assist in formulating budgets for new projects   Administrative management of the mission Ensure administrative monitoring of insurance locations, claims and contracts on the mission Supervise the sending of administrative files to HQ   Liaison/communication: Establish and maintain relationships with local and regional administrative authorities Collect information and monitor admin, log, finance and HR regulations   Supply and Logistics Management Carry out a purchasing environment analysis in Beirut Manage the SOLIDARITES INTERNATIONAL purchasing procedures at Beirut Level and those from donors funding the programs Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints Receive  and process requests for quotes and internal order forms at Beirut level Participate in the drafting the call for tenders Support purchasing in Beirut, ensuring that approval rules and procedures are observed Ensure that purchasing documents are complete and archived in keeping with SI procedures Manage maintenance and supplies in Beirut Office and Beirut Guest House. Supervise the Internal Order forms in Beirut and follow up the inter-bases purchases ordered.     Reporting/Capitalization Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes) Consolidate logistics packs monthly Provide the Administrative and Logistics Coordinator with all information needed to draft intermediary and final reports