Admin and Finance Officer

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity. In close respect to humanitarian principles, PU-AMI promotes humanitarian access and dialogue with all components of the civil society in Lebanon, and delivers assistance based on the needs, regardless of religion, politics, and ethnic matters. Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises. PU-AMI in Lebanon has been implementing emergency and recovery projects in Health, Water, Sanitation, Hygiene, Shelter Rehabilitation and in Livelihood Recovery sectors.

Job Description:

Overall Objective

The Administrative and Finance Officer is in charge of the day-to-day finance, administrative and HR tasks of the Ras Baalbek base, providing support to the program team in order to facilitate a smooth implementation of the activities, in accordance with the timeframe and procedures defined by the different donors.

Activities may expand to the Beqaa governorate in the future, with a potential scale-up of the Admin and Finance department.

Tasks and responsibilities

• Human Resources: Under the supervision of the Sub-Base Manager, support with recruitments, salary preparation, follow-up of contracts;
• Finance: Under the supervision of the Sub-Base Manager, manage payments in cash and through bank transfers, follow budgets and prepare base forecast;
• Admin: support filing and archiving at base level, support with audits when required;
• Logistics: support the teams when needed with procurement, under the supervision of the Logistics Manager

Specific objectives and linked activities

1.            Human Resources

- With support of the HR manager, prepare the payroll and ensure the good attribution of benefits

- Ensure the good application of the HR policies on the base

- Support with recruitments for the area : advertising the positions, shortlisting candidates, participating in the interviews

- Anticipate and monitor risks related to HR management (end of contract, work permits, nssf…)

- Monitor leaves and attendance

- Ensure a good work atmosphere and social dialogue

- Report any potential issue to the Field Coordinator (breach of Code of Conduct, conflicts of interest, etc.)

- Guarantee confidentiality on sensitive topics

- Supervise HR archiving at base level .

2.            Finance

- Ensure the Finance SOPs are respected on the base

- Revise spending commitments and any purchase on the base

- Follow-up all transactions on Saga

- Perform bank and cash reconciliations

- Follow-up on the cash expenditures at base level, perform the cash inventory

- Ensure security when handling cash

- Ensure monthly follow-up of the base expenditures and forecast budget

- Supervise and check the VAT reports

- Support with other related accounting responsibilities.  

3.            Administration

- Organize digital and physical archiving of documents at the base

- Participate in audits, providing the needed supporting documents in due time

- Participate in the management of the premises (communication with the landlord for small maintenance needs, etc.)

- Participate in gathering the base needs and communicating specific challenges to the Field Coordinator

4.            Logistics

- Contribute to raising purchase requests for the program and support needs

- Support monitoring the movements of the staff

5- Required knowledge and skills:

TRAINING

REQUIRED: University degree in Finance, Accounting, Administration, Human resources or a related field

DESIRABLE: Trainings on humanitarian project management and budget follow-up

PROFESSIONAL EXPERIENCES

REQUIRED: At least 2 years experience in a similar position. At least 1 years experience in an INGO

KNOWLEDGE AND SKILLS

REQUIRED: Valid driving license (mandatory). Good analytical skills. Ability to work on diverse tasks, prioritize and delegate. Ability to take initiative and work autonomously

DESIRABLE: Good knowledge of the area (Baalbek-Hermel)

LANGUAGES

REQUIRED: Fluent in English, Fluent in Arabic.

SOFTWARE

REQUIRED: Excellent command of Microsoft Excel is mandatory. Good command of Outlook, teams, Word, Powerpoint

DESIRABLE: Previous experience on Saga is an asset 

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Strong commitment to the humanitarian principles and willingness to support people in need
• Ability to work independently, take the initiative and take responsibility in a proactive approach
• Self-motivated, flexible and adaptable to the needs of the team and organization
• Diplomacy and open-mindedness
• Good analytical skills
• Organisation and ability to manage priorities and varied workload
• Problem solving skills
• Ability to work professionally and maturely
• Ability to integrate into the local environment, taking account of its political, economic and historical characteristics

PUI-AMI Employment Conditions and Benefits:

Status: A Fixed-Term Contract 

40-hour work week from Monday to Friday.

Location: Ras Baalbek Office

Travel Required: occasional travel to Beirut and Tripoli

Monthly Gross Income:  1676 USD based on PU-AMIs internal salary scale. PU-AMI deducts income tax and automatically registers employees to NSSF

Seniority Allowance of +2% monthly increase of your basic salary after 1st year of employment. Seniority allowance is gradual and grows of +2% every year.  

Insurance Medical Insurance class B for employee and spouse.

Life Insurance

Maternity leave of 100 days

Paternity leave of 5 days

Paid Leaves Policy: 24 days of paid leaves per year

3 paid Sick Child Leaves per year for employees with children

Eutelmed Psychosocial service available 24/7 in both Arabic and English

Other allowances that are extra?

Opportunities for career progression and transparent internal recruitment system

Internal trainings and capacity development opportunities

Staff wellbeing and inclusion activities

Our Commitments

 PU-AMI sees diversity of nationalities, genders, beliefs, profiles and statuses among its employees as a major asset for its humanitarian action and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.  

PU-AMI applies a policy of zero tolerance towards exploitation, sexual abuse and mistreatment, in all its forms, of men, women, children and all vulnerable persons. It engages all its staff to promote, disseminate and respect the principles set out in its ethical framework.