Administrative Assistant

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 prepare 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 HR database manager in Tripoli -      To prepare work certificates when requested by the local staff   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 take financial responsibility for the management of Saida USD/LBP cashbox and all the transactions in and out of this cashbox (advance, invoice …) -      To respect security rules in coordination with the General Administrator / Head of base -      To systematically update the cashbooks related to the Saida cashboxes/safes/bank accounts 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 -      To regularly (ideally every evening) perform a physical inventory of the cash boxes and check against cashbook balances -      To check every end of week the cash positions, produce an estimate of coming short term cash requirements and inform the Administrator   Payment follow up -      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 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), signed by the responsible by the responsible Coordinator 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    Accounting and month-end closing -      To enter regularly through-out the month all transactions (invoices, advances, staff payments, money transfers, money exchanges) in the accounting software (GB5) with the correct allocation codes (accounting and budget)   Budget follow-up and re-forecasts -      To assist the  general Administrator 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 general 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 (copies of IDs/passports, PU cards, airplane tickets ...) -      To file and archive all existing contracts (staff, 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 ou legal issues) remain within the Administration department only and are not shared within or outside PU-AMI   The tasks and responsabilities of the Logistician mentionned above are not thorough and may be subject to evolve depending on the needs PU-AMI may have.