Support Services Officer

Main objectives

Under the supervision of the Finance Partnership Supervisor, is responsible for the training, coaching and support to Al Kaa Staffs in Finance, Human Resources, Administration and Procurement related to Medical Mobile Unit funded by MdM.

Hierarchical and functional links

The Support Services Officer reports hierarchically to the Finance Partnership Supervisor.

Detailed activities

 Finance and Human Resources:

• Train and coach Al Kaa staffs to ensure a rigorous financial management
• Support the Finance Manager at El Kaa in preparing the Monthly Financial Report to ensure submission on timely manner to the Finance Partnership Supervisor at MdM.
• Train and Support the Finance Manager at El Kaa in the Monthly forecasting plan and sending it along with the Monthly Financial Report.
• Support in preparing and sending the Monthly Fund Request Following Terms of payment.
• Support to improve the quality of the supporting documents collected by El Kaa team (Time sheets, Receipts, Invoices, ID’s, Absence Medical proofs, etc...)
• Support Al Kaa Logistics Staffs to ensure before processing any payment that the procurement procedures (MR, quotations, grid analysis, PO, invoices) and expenditure procedures are respected (all expenses are duly validated, payment by cheque/OMT or cash letter is preferred…). No payment is processed in case procedures are not respected
• Coach and support EL Kaa team in term of bank accounts management, bank relationships & bank communication.
• Liaise with Beirut Finance Partnership Supervisor regarding the Coordination, clarification or any question.
• Support in the audit preparation to complete auditors’ requirements in a timely manner
• Alerting and seeking advice from Finance Partnership Supervisor, Logistics Supervisor Bekaa and HR Advisor in case of discrepancies (failing in respecting the procedure in term of supporting documents, procurement file preparation, HR rules and regulations or the financial reporting).
• Support Al Kaa Support Staffs in archiving all necessary documents in accordance with MdM procedures.
• Liaise in sending all the necessary documents to Beirut
• Ensure proper information/communication to the staff in the Al Team and the MMU about HR rules and regulations as well as any updates coming from HR Advisor in Beirut.
• Support and train Al Kaa team on recruitment basic rules and procedures (publication, collection of CV, interviews, selection and reference checks) and on preparation of the working contracts.
• Supporting the follow up on the leaves of the staff working in for the MMU

Procurement & Logistics Management:

• Support in market research, identifies and recommends potential local suppliers.  Maintains commodity files and evaluates local supply sources' overall performance, (competitive pricing, product quality and timely delivery).  Assesses supply administration and control mechanisms, and advises on appropriate actions.
• Train and coach Al Kaa staffs to ensure fair supplier or contractor selections following the basic logistic requirements from the quotation collections up to the final selection and contract signature.
• Support Al Kaa staffs to ensure an efficient, transparent and cost-savings supply chain in accordance with the program’s needs and the MdM and donors’ procedures, with regards to program purchases and determine the adequate purchasing procedure.
• Train Al Kaa team on the minimum procurement requirements from donors and MdM and support Al Kaa to develop their own tools and procedures
• Support the archiving process of the purchase file hardcopy and support Al team to upload those files in the share point.
• Identifies training needs for the purchaser to improve his skills in his related assigned tasks, develop a training plan and coach him to achieve the minimum requirements in term of procedure and logistics management.
• Update the follow-up of the logistic stocks (stationeries and consumables, visibility items, etc)
• Support Al Kaa logistic team in the implementation of the logistics procedures in term of fuel management such as log book, fuel follow up or maintenance follow up.

Vehicles:

• Responsible for the maintenance of the cars: be sure that the drivers realize daily/weekly maintenance and give feedback to the referent of maintenance needs
• Supervise activities of driver for filling the logbook and explain them if there is some mistakes
• Fill the vehicle monthly follow-up document
• Organise movements of car following movements planned and affected the drivers to the movements

Office:

• Responsible for the maintenance of the equipment in the whole office.
• Follow up the repairs when needed: contact the repairers and buy material needed
• In charge of monthly procedures for equipment and materials (updating the equipment statement and identifications cards)

Other

• Prepare and/or revise letters, agreements, or any other official document, according to the needs of the partner.
• Translate verbally and in writing when necessary

• Perform any other additional duty on request of his supervisor
• Respect MDM principles/values and do not accept gifts in form of financial or any other compensation (ex: items/materials, food, drinks) from suppliers, traders, contractors, patients/ caregivers

This job description can be modified at any time according to changes in MDM activities or in the context with prior notice and agreement between the two parties. On demand of the direct supervisor, other tasks might be added to that present list.