Administration 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 3 operational divisions: Emergency Response Division (ERD) Mines 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 trough 18 outreach teams (composed of one social worker as case manager and one physiotherapist supported by 4 psychologists and/or psychosocial workers) and trough 4 fixed points in the communities (in community centers to allow more efficiency reducing the time to reach the beneficiaries). An additional team in Bekaa and North Lebanon will be focusing on the community sensitization, training to humanitarian workers and the identification of potential local partners. In Lebanon, the provision of household essential items including food, NFI and unconditional cash assistance to cover essential winter basic needs of the most vulnerable refugee newcomers will be done in HI area of intervention (54 villages in Central and West Bekaa) through current dedicated outreach teams and distribution teams.     ACCOUNTABILITIES   Line manager: Administration Manager............................................................................................................................... Line manager+1: Field Coordinator............................................................................................................................... Supervise: Cook........................................................................................................................................................... In direct cooperation with: Administration Manager, Logistics and Program Department................................................     RESPONSIBILITIES   Objective 1: Human Resources Activities/Main duties:   •Follow up ending contracts for staffs 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 to managers •Prepare the amendments of the contracts when needed and update the HR database according to the amendments and to the documents related (updated salaries, JD, appraisals) •Ensure to 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 application of Human Resources policy and instruments (contract, internal regulation, term and condition of engagement, assessment, training, mobility...) •Ensure the recruitment policy has been followed, using all Handicap International forms and standard (assist the definition of the job profiles and prepare the job advertisements, support the team for pre-selection of candidates including interviews…) •Implement and follow up attendance sheets; follow up leave requests and ensure they are validated by the right persons and update the follow up file   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   Objective 3: Cash flow Management (Bank and Cash) Activities/Main duties: •Manage petty cash and working advances for HI team in her/his base •Prepare and Pay Salary Advance and transmit the follow up to the Country Administrator.   Objective 4: Accounting Activities/Main duties: •Check that vouchers are properly filled (GAP code, designation, budget lines…) •Ensure the validity of the invoices (quality of invoices, validation) •Computerize, on daily basis, cash and bank expenditures in Navision software •Check, on weekly basis, GAP codes and budget line imputations with his/her line manager •Carry out cash reconciliation •Prepare the monthly sending to the coordination for checking (original invoices)   REQUIREMENTS Background: -    Bachelor Degree in Business Administration -    Relative Experience in relative field -    Experience in NGO will be a plus Languages: English, French is an asset Computer skills: good computer skills Personal qualities & soft skills -    Good communication Skills -    Flexible -    Ability to multitask and deal with stressful work situations. -    Good interpersonal skills   JOB CONDITIONS Remuneration: according to HI salary grid Starting date: ASAP Duration/ Type of contract:  Till February 2016 Social insurance:Covered by Handicap Internationalccording to HI salary grid