Administrative & Finance Coordinator Assistant

 Human Resources 1. Staff contracts - To prepare and/or gather supporting documents related to each local staff contract : PU-AMI card, ID and driving license copies, blood type justification, insurance card ... - To prepare local staff contracts (new recruitment, 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 general administrator. 2. Allowance and per diem payments - To keep track of days-off and other leaves taken by the local and expat staff - To prepare expat per-diem pay sheets and cash at the beginning of each month - To prepare local staff salary sheets and payment the end of each month (including payment calculations) - To prepare daily workers payments sheets and payment. 3. Staff supervision - To supervise and support the work of the base administrator in Saida - To support both Akkar and Saida base administrators in the implementation of PU-AMI new HR policy - To relay both Akkar and Saida base on HR updates  Financial Management 1. Cash management - To respect security rules in coordination with the General Administrator / Head of base - To systematically update the cashbooks related to Beirut as well as the corresponding Excel spreadsheets - To make sure cash-in and cash-out operations are compliant with the procurement procedures defined by Logistic 2. 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 prepare the bills for data entry into the accounting software (filling-in of the key-data table, including accounting and budget allocation code) - To sort and copy invoices before sending originals for month-end closing 3. Accounting and month-end closing - To enter through-out the month all transactions (invoices, advances, staff payments, money transfers, money exchanges) in the accounting software (SAGA) with the correct allocation codes (accounting and budget) 4. Budget follow-up and re-forecasts - To assist the Admin Coordinator in the preparation of budget follow-up (comparison of actual vs. budgeted expenses) for locally-based projects - To complete end-of-month and next-month cash and expenses forecasts for the local base support costs (rental costs, phones, cars, stationary ...), with the support of Logistic - To assist the Admin Coordinator in the preparation of consolidated end-of-month and next-month cash and expenses forecasts for locally based programs 5. VAT System - To check that all bills exempted from VAT are well stamped. - To register all the exempted bills and prepare the follow up file to be submitted to Ministry of Finance each three months.  Archiving - To file and archive all staff-related documents for expatriate and local staff (copies of IDs/passports, PU cards, airplane tickets ...) - To file and archive all existing contracts (staff, insurance, offices and flats rental, cars, telephones, suppliers) and related documents, in coordination with the Logistic - 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 or legal issues) remain within the Administration department only and are not shared within or outside PU-AMI.