Interim Office Manager

Aktis Lebanon is seeking staff assistance to provide coverage during the temporary leave of the Aktis Lebanon Office Manager.
Duration is from mid-end April 2017 until beginning August 2017.  Support would be provided to the following tasks:
Office Administration

Coordination with lawyers on administrative legal elements of the S.A.R.L and with auditors on the HR and Finance compliance and Representative Office liquidation.
Liaison with local authorities, lawyers and accountants to ensure compliance with the Lebanese law and the application of the Aktis Code of Conduct.
Liaison with lawyers and local auditors to ensure compliance with regulations on work permits, visas, employment law for four expats.
Finalise transfer of ownership of phone line to Aktis Lebanon account, and apply to domiciliation of invoices.
Manage utilities procurements and payments for the office and one apartment.  These include internet (and back-up internet) services, phone lines, electricity, parking, drinking water, etc.
Oversee cleaning lady’s monthly timesheet to settle monthly payment.
Manage the project drivers’ mileage, fuel expenditures, and vehicle maintenance schedule end of the month. 

Financial and Budget Administration

Manage Petty Cash funds, process and filing; and update Petty Cash Tracker in coordination with Aktis staff members.  
Timely reconciliation, management of cash and bank accounts in liaison with London office to ensure sufficient funds in the Lebanon account through timely monthly disbursements.
Ensure financial governmental reporting compliance in coordination with our local auditors.
Weekly update of the bank sheet: enter, checks, transfers and project allocations.
Ensure timely payment of bills and filing documentation every month.
Manage Beirut office budget platform and update budget/expenditure tracker every week in coordination with Aktis Country Manager.
Liaise with accountants & auditors on company’s financial reporting and government compliance of procedures and systems.

Human Resources
Recruitment and Staff HR

In coordination with Lebanon management team, manage local recruitment administration (post vacancies online, filter applications, prepare offer, follow on contract signature and file on respective online systems, gather reference checks, etc.), induction schedule coordination, new-recruit set-up, maintain HR files, staff bank account opening, enrol at NSSF and provide medical insurance.

 Staff contracts review

Staff contracts preparation, salary calculation in coordination with auditors, timesheet reviewing and absence tracking on our online software.

Modify Aktis Staff Handbook

Other

Additional tasks as assigned.

Requirements
Professional Experience
The successful candidate will have:

Significant experience in office administration/office management roles;
Sufficient financial knowledge and experience to fulfil the financial management responsibilities outlined above. In particular, this person will have prior experience of daily bookkeeping and weekly financial reconciliations;
Used information management systems and ensured up-to-date filing systems;
Regularly used MS Word, Excel, Powerpoint and Outlook.

It would be advantageous if this person has:

A track record of demonstrably improving the management of an office and/or administrative team;
Experience of working for an international company;
Experience of working in the international development or professional services sector.

Personal attributes and skills
The successful candidate will:

Have verbal and written fluency in English and Arabic;
Be educated to at least to an undergraduate university level but preferably with a master’s degree, in a relevant subject;
Is highly organised, possesses strong time management skills and has the ability to multitask;
Have effective communication and inter-personal skills;
Have excellent writing and reporting skills, particularly in English;
Be a self-starter who strives for excellence, takes the initiative, and naturally sees opportunities for change and improvement;
Be a person who gains the trust and respect of his/her colleagues, has the highest level of integrity, is a team player and provides leadership to his/her reports;
Has a professional and proactive attitude.