ADMINISTRATIVE MANAGER

Required Skills and Qualifications:

• Bachelor’s degree in business administration, management, or related field
• A minimum of 8-years of professional experience in business management support and/or office operations
• Familiarity with basic accounting, human resources, and customer service procedures
• Exceptional organizational and resource management skills and attention to detail
• Excellent analytical, communication and interpersonal skills
• Proficiency in computer applications, especially MS Office
• Fluency in English and Arabic; French is a plus

Description of the Position:

Working under the supervision of the Director of ECODIT Liban, the Administrative Manager will be responsible for the following administrative as well and project and business development support tasks:

1) Administration

A- Office and Administrative Management:

1. Manage and maintain office operations and supplies, and coordinate office equipment maintenance and repairs
2. Engage and retain necessary service providers for the efficient running of the firm, such as IT company, accountant and financial auditor, insurance companies, vehicle service supplier, legal advisor, and others
3. Prepare and process payments related to building maintenance fees and municipality fees
4. Follow up on all Ministry of Finance and NSSF (social security) related matters, documents, and payments, such as VAT, income tax, non-resident tax, yearly audit reports, clearances, and other statements
5. Maintain the company’s official registration and other legal documents and follow up on renewals when needed, in coordination with the Director
6. Develop, revise/update as needed and use existing administrative documents, processes and templates, such as bank order letters, invoices, receipts, purchase orders, subcontracts, consultant agreements, proposals, job descriptions, timesheets, budgets, and others
7. Develop and update administrative systems to adapt them to changing requirements and make them more efficient
8. Perform clerical activities in support of office operations, including filing, photocopying, scanning, printing, and responding to phone and email inquiries
9. Provide logistical coordination and support to staff meetings and activities, in the office and in the field, including scheduling meetings, booking conference rooms, taxis, couriers, hotels, travel tickets, etc.

B- Financial Management:

1. Manage, process, and maintain records of accounts payable and accounts receivable, including petty cash
2. Prepare invoices to and receipts from clients and process subject to the Director’s approval and signature
3. Collect receivables from clients and withdraw cash from banks as necessary
4. Prepare all payments, including bank transactions, checks issuance and cash disbursements and process subject to the Director’s approval and signature
5. Monitor balances in the bank accounts and cash on an ongoing basis
6. Conduct bookkeeping on Excel and share relevant records monthly with the firm’s accountant
7. Coordinate with the Account for the preparation of the company’s annual financial statements and financial reports to the government
8. Assist the Director in preparing company and project budgets and monitoring expenses against the budgets

C- Human Resources:

1. Prepare monthly payroll and process subject to the Director’s approval and signature
2. Manage health and other employee benefits
3. Manage and follow up on all Ministry of Finance and NSSF payroll matters, documents, and payments, such as payroll tax, social security fees, new employee registration, and others
4. Maintain personnel records, including salaries paid, monthly timesheets, etc.
5. Prepare the Labor Distribution file on an ongoing basis
6. Support new staff on-boarding

2) Project and Business Development Support

1. 1. Support employees on project implementation and business development tasks
   2. Support the Director with all financial transactions, including submitting invoices to clients and executing payments to subcontractors and consultants
   3. Maintain professional relationships with clients and stakeholders

The Administrative Manager will be based in ECODIT Liban’s office in Baabda and will report to the ECODIT Liban Director. S/he will be expected to comply with ECODIT Liban’s Code of Business Ethics and Conduct.

Compensation:

• Gross Annual Salary based on merit and experience and the position roles and responsibilities
• Transportation: Monthly Allowance
• Medical Health Insurance: Yearly Allowance
• National Social Security Fund (NSSF)
• Personal Vacation: 15 days per year
• Official Holidays: 15 days per year
• Annual Bonus: At the discretion of Management and depending on both the employee’s and ECODIT’s performance