Administrative Assistant (National Position)

Type of employment

Full-time

Duration :

6 months with three months probationary period

Duty station:

Kfaarabida, North Lebanon and Hrar, Akkar

Working Area :

Kfaarabida and Hrar, with regular visits to Beirut

Closing date for applications:

31st of July 2019

Job Description

In the framework of the project SWaM Akkar; Supporting Sustainable Solid Waste Management in Jurd al-Kaytee, Akkar co-financed by the EU, COOPI is looking for an Administrative Assistant, responsible for the support of the Country Administrative in all aspects of SWaM Akkar financial, procurement and administrative operations in Lebanon. 

Main areas of responsibility (in coordination with COOPI Country Administrative and Project Manager):

He/she ensures the correct administrative/financial implementation and the sustainability of the project, assists in the control of all final balances and monitors the correct predisposition of all financial reports, in compliance with COOPI and the donors’ procedures. He/she guarantees the information correctness and completeness.

In coordination with COOPI’s Country Administrator, the Assistant administrator will:

• Learn, apply and manage the correct administrative and procurement procedures of COOPI;
• Manage the financial and administrative documents, COOPI’s electronic accounting system (DESY), the accountability program and the cash in the office;
• Keep supervising proper filing of local staff documents (contract, copy of personal documents, count of leaves, sick leaves, warnings etc.); and of procurement and project documentations
• Calculate and notify any expenses to be paid by the Country coordination, such as insurances, taxes, contributions for the local staff, bills, if any;
• Monitor the expirations of contracts and salary payments, update the Country Administrator and the Head of Mission accordingly;
• Manage the receipt book;
• Supervise and work in close coordination with the administrative responsible of other COOPI projects;
• Assist the logistics team in the daily and main procurements
• Keep track of COOPI’s inventory list and update the system “CAMELOT” accordingly
• Assist in the preparation of Project’s reports and audits;
• In coordination with the local coordinator, the field officer and the international staff, prepare the salary for the staff and the workers on the field;
• When required, translate documents from English into Arabic and vice versa and/or check translations done;
• When required, support the Country Administrator and Head of Mission in writing contracts and documents;
• If required, support the international staff by sharing information, ideas, technical advices and skills for the drafting of new proposals;
• Be flexible and ready to respond to the organization needs in terms of time and duties. When required by the international staff and/or the country administrator, carry out any other activity in accordance with his/her physical and intellectual aptitudes.

Qualifications and skills:

• University degree in Business or Management or Accounting or any other related field.
• Very strong financial analysis skills and an extensive practical experience working with financial tools, highly proficient with excel such as using pivot table, developing macros, etc.
• Knowledge of NSSF and VAT requirements is a plus.
• Excellent computer skills
• Excellent knowledge of English and Arabic languages, both oral and written – French/Italian are a plus
• Experience with donors such as European Commission, Italian Cooperation, ECHO, etc
• Previous experience in working with national/international NGOs is an advantage
• Ability to work under pressure in a rapidly changing and sometimes insecure environment

Personal qualities:

• Ability to work both independently and as a team member
• Excellent communications skills
• Ability to work in different cultural environments

Experience required: minimum 2 year

Education degree: Master Degree