Finance and Admin Assistant - Bekaa

General duties:

• Arrange for office supplies, equipment’s, materials, and services as required by the Area Manager. This will include the following functions: preparation of specifications; research new deals and suppliers; obtaining and negotiating prices; obtaining quotations and placing orders and processing invoices.
• Correspond and negotiate with suppliers regarding prices, product availability, and delivery.
• Respond to inquiries from staff concerning requisitions, purchase orders, and pricing information.
• Identify supplies and follow up on the purchasing processes and selecting of suppliers for requisitioned goods/services.   
• Ensure that goods/services purchased meet the specification in terms of quality, quantity and delivery and to advise on those suppliers who fail to meet specifications, in addition to preparation of invoices, receipts and payments
• Maintain confidentiality and follow the mentioned guidelines.
• Organize and maintain computerized records containing suppliers and quotations
• Monitoring visit at a partner’s site to occasionally cover up for a field coordinator if needed
• Process requisitions into purchase orders  

Financial Support:

• Coordinates with team members to gather all financial and admin data
• Supports the Area Manager in preparing financial reports, monthly or as needed including reports to donors
• Assist the area manager in monitoring cash disbursements and prepare the cash reports
• Coordinating with Finance Department with regards to Checks & Transfers issued
• Coordinating with Finance Department on monthly basis for Partner payments, financial reports, contract amendments and OV payments

Administrative Support:

• Attend team meetings
• Maintain contact lists (beneficiaries, Suppliers, Partners, Volunteers…)
• Manages reception (dispatch, incoming mail and material)
• Reminds and insures that staff members are regularly updating their data entry
• Manages administrative and financial files
• Undertakes other related duties, as assigned or requested by the Area Manager

Required Qualifications:

• Bachelor’s degree in Finance, Business Management or equivalent
• 1 - 2 years’ work experience in Finance and Administration
• Strong Verbal and written communication
• Strong organization and planning skills

• Computer literacy data processing (Microsoft Word), spreadsheet (Microsoft Excel), E-mail, and Internet browser software
• Excellent English and Arabic