Office Coordinator

Overall responsibility:
 
The Office Coordinator represents AVSI in the area of his jurisdiction, in particular the Office Coordinator:
-          Is responsible of the Field Office and of the correct execution of all the rules and procedures of AVSI Lebanon.
-          Does a weekly meeting with all his field staff and sends the report of the meeting to HQ.
-          Sends official communication & papers to HQ
-          Has to be present in all meetings done with local legal authorities (municipalities, intelligence agents, …) as well as with local partners and other personnel such as owners of centers… in order to optimize the activities
-          Has to report to his supervisor in HQ all his tasks done during the week and his planned tasks for the next week through a weekly report
 
-          Tasks and Responsibilities:
 
On the Human Resources level, the office coordinator:
-          Is responsible for the attendance, timesheets and mission sheets of his local staff, should report any absence or unusual behavior of his staff to the HQ HR dpt.
-          Should communicate all rules & regulations to new employees, collect all necessary documents from new employees and send them to HQ HR within the first 3 days
-          Should conduct interviews for the recruitment of teachers (in collaboration with the Education specialist and Project Manager) as well as drivers, cleaners & volunteers, and for the issuance and renewal of their contracts.
-          Can participate in the first interview when recruiting local staff and should give a neutral and strict professional opinion.
 
On the Administrative level, the office coordinator:
-          Does an annual forecast of his office expenditures (fixed payments, rents, maintenances, etc…) and updates it regularly, and collaborates with the finance on the allocations of such expenses
-          Manages the petty cash of his office and sends to HQ ADM the updated primanota and cashcount forms on a daily basis
-          Is responsible for the transfer of all invoices, timesheets or any other payment to the headquarters,
-          Should keep a copy of all invoices, contracts, cheques and receipts related to his office and send the originals to the headquarters, these papers should be archived in a good manner enabling easy and fast access.
In case a local accountant is available in the field office, he will handle the administrative tasks under the supervision of the office coordinator.
 
On the Logistics level, the office coordinator:
-          Is the only person responsible for contacting suppliers and executing purchases
-          He should have a list of pre-selected legal local suppliers with whom he has payment facilities
-          He can proceed with local purchases only after having received the approval from the concerned Project manager and the finance department
-          He is responsible of the office stock, he should also be responsible for any stock placed in AVSI centers in close collaboration with field coordinators, and he should report his updated lists of stock to HQ logistics dpt.
-          He is responsible of AVSI local assets through an inventory list that he should update and send to HQ logistics dpt.
-          He is responsible of AVSI cars and drivers, he has to set a weekly car plan for his office and report any damage to the cars to HQ logistics dpt.
In case a local logistician is available in the field office, he will handle the logistics tasks under the supervision of the office coordinator.
 
On the security level, the office coordinator:
-          The office coordinator should be aware of all his staff movements on field, and in case staff from other offices need to sleep over hey should communicate all their work & non-work related movements to the concerned office coordinator.
-          He should make sure all his staff are aware of AVSI security guidelines