Administrative Assistant

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity.   Today, PU-AMI is intervening in 22 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises.         PU-AMI in Lebanon   PU-AMI has been active in Lebanon by implementing emergency and recovery projects in Water, Sanitation and Hygiene, Shelter Rehabilitation, Food Security  and in Livelihood Recovery sectors.   PU-AMI has launched a project in support of the areas affected by Syrian refugees’ influx in Beirut,Chouf and Saida areas. The project includes sealing off, sanitation facilities upgrading, and Hygiene promotion campaign, filter distribution and winterization activities. PU-AMI has also launched projects in Akkar district, in support of the areas affected by Syrian refugees. The projects include shelter rehabilitation works, and water and sanitation activities.   PU-AMI is currently setting up an Emergency Response Mechanism (ERM) in order to address the immediate WASH needs of the Syrian refugees in the North, Center and South of the Country. This project aims at creating an emergency cell at Beirut level with adequate needs (HR, logistics, equipment…) allowing a 24-72 hours response to identified acute humanitarian situations. In terms of geographical coverage, PU-AMI proposes to cover all current districts where it has ongoing WASH activities i.e. Akkar, Minnieh-Dannieh, Saida, Chouf, Aley, Baabda and Beirut.       POSITION GENERAL INFORMATION     OVERALL MISSION   General objective The Administrative assistant has to help the base administrator in all the activities related to the administrative, finance and human resources tasks.   Responsibilities and tasks     Human Resource management   -         To prepare and/or gather supporting documents related to each local staff contract : PU card, ID and driving license copies, blood type justification -         To help preparing local staff contracts (new recruitements, contract extensions or renewals) and ensure each staff is aware of contract terms and conditions. -         To forward updates regarding all expatriate and local staff and their contract terms (dates, position, project code, monthly allowance ...) to the base administrator    Supervision   -         To supervise the work of staff in charge of cleaning flats and offices -         To translate all internal and external administrative documents according to the needs, from English to Arabic and from Arabic to English.    Cash management   -         To respect security rules in coordination with the Base administrator and Head of base -         To systematically update the cashbooks related to the Saida cashboxes/safes/bank accounts as well as the corresponding Excel spreadsheets -         To be responsible of the petty cash -         To register manually all the operations in the cash and bank book -         To make sure cash-in and cash-out operations are compliant with the procurement procedures defined by Logistic      Payment follow up   -         To keep track of days-off and other leaves taken by the local staff -         To help preparing expat per-diem pay sheets and cash at the beginning of each month -         To help preparing local staff salary sheets and cash at the end of each month (including payment calculations)    Invoice management   -         To ensure that bills provided by the staff are compliant with the Administration requirements (key invoice data and corresponding translation), and are given with a receipt of the payment -         To sort and copy invoices before sending originals for month-end closing -         To photocopy of all the invoices and receipts at the beginning of each month    Accounting and month-end closing   -         To enter regularly through-out the month all transactions (invoices, advances, staff payments, money transfers, money exchanges) with the correct allocation codes (accounting and budget)    Budget follow-up and re-forecasts -         To assist the base administrator in the preparation of budget follow-up (comparison of actual vs. budgeted expenses) for locally-based projects -         To assist the base administrator in the preparation of consolidated end-of-month and next-month cash and expenses forecasts for locally based programs   Contracts and documents management   -         To file and archive all staff-related documents for expatriate and local staff (HR documents, PU cards...) -         To file and archive all existing contracts (staff, offices and flats rental, telephones, suppliers) and related documents -         To file and archive all accounting-related documents (invoices, advances) Confidentiality -         To ensure confidential information that is dealt with in the course of the administration work (regarding human resource, finance ou legal issues) remain within the Administration department only and are not shared within or outside PU- AMI     QUALIFICATIONS   Mandatory requierements    Language Skills: Fluent in English and Arabic, (speaking/reading/writing).  Education Degree: University degree in related field.  Work experience: Previous experience in an administrative and finance function  Computer Skills: Familiar with Microsoft Office , very good skills in Saga.   Assets    Other knowledge: Acquaintance with INGO' rules, procedures and regulations  Interest: Work in relief  Transversal skills -         Honnest and trustworthy -         Reliable, rigorous and well organised -         Able and willing to learn to extend his/her scope of work -         Able to manage priorities, take initiatives and work without constant supervision -         Motivated and dedicated to his/her job -          Seriousness