Admin Assistant

FUNCTION DESCRIPTION Minimum required knowledge & experience: Ÿ High school degree Ÿ 2 years work experience in a similar field Ÿ Good command of written and spoken English Ÿ Good computer skills Ÿ Good analytical skills Ÿ Very much at ease with figures and financial data, as well as administrative processes Ÿ Project management skills a plus Standard function description: Ÿ Assists the hierarchy in running support or operational activities for specific sectors. Ÿ Maintains contacts with external interlocutors Ÿ Contributes to the implementation / running of specific projects / programmes. Ÿ Performs various office duties on the computer Ÿ Ensures follow up and updates of specific files independently JOB DESCRIPTION Financial management · Performs planning of expenditures together with the engineers for monthly cash-payments and issues a summary of the requirements for the administration. · Plans in co-ordination with the administration all payments (contractors, suppliers). Checks all documents necessary for payment : measurement sheets, invoices, final inspection reports, etc. Follow up payment with admin and log. · Together with the Wathab engineer head of project, follows-up on a monthly basis the financial status of the projects (including all contracts or POs signed as well as planned / additional works) and keeps the financial status table up-dated. Sends update to engineers. · Together with the Wathab engineer head of project, follows up the spending and planned expenses of AoE on a monthly basis. · Report about financial situation to WatHab-Co. Administrative Management · After having received from the engineers tender and contract documents, co-ordinates with concerned parties (Expatriate Engineer in charge, WatHab-Co, Admin, Log-purchaser and/or the contractor) for sending or signature. · Organise and maintain Department's filing (projects and others). · Updates and manages the Wathab Project Assistant database (WPA), with input from engineer in charge of project and in coordination with the Expat. Engineer in charge and the WatHab-Co. · Updates the request and project status table, coordinating with field and expatriate engineers. · Supervises the weekly planning process of field trips (collect requests and send for approval). · Writes and translates the correspondence to/from authorities and interlocutors. Logistics Management · Upon request of engineers prepares RO's, file them and follow up their status on a daily basis. · Acts as wathab focal point regarding liaison with logistics Dpt : keeping updated on status of requests, delivery and making link with field engineers. 　 Working base: Beirut