Finance, Administration And Logistics Officer

Purpose
Under the guidance of Regional Finance and Admin Manager (and until this position has been filled, the Regional Director), the Finance, Admin and Logistics Officer (FALO) based in Beirut/Lebanon is tasked to support the maintenance of a regional administration structure for CaCH engagement in Lebanon, Jordan, Syria and Iraq. The tasks include support to all members of CaCH delegation and consultants in daily financial, administrative and logistics procedures as well as HR-related matters. The goal of CaCH is to deliver humanitarian aid efficiently and effectively and at the same time to support and build its partners’ capacities to do so. The FALO needs to acquire a good understanding of the Caritas Switzerland regional office, its key personnel and the organizations aims and objectives and apply Caritas Switzerland policies.
 
Key Responsibilities
1. Office Administration
1.1. Official correspondence.
1.2. Office contract register.
1.3. Notices and communication to staff.
1.4. Organizing business travel.
1.5. Office management incl. office maintenance, supplies, petty cash management
1.6. Support to local office staff as necessary (e.g. admin. support, organization of events, etc.).
2. Human Resources
2.1. Supporting staff recruitment.
2.2. Keeping of personal folders of all staff members of the local office.
2.3. Management of staff attendance.
2.4. Supporting preparation of staffing plan and organizational chart.
3. Finance
3.1. Supporting implementation of local finance regulations.
3.2. Preparation of support cost budgets.
3.3. Supporting management accounting, financial analyses.
3.4. Supporting financial accounting.
4. Logistics
4.1. Management of communication equipment and contracts with mobile phone carriers.
4.2. IT support.
4.3. Asset management.
4.4. Management of keys and access.
4.5. Fleet Management.
4.6. Procurement.
 
Qualifications
1. Education
Minimum Bachelor’s Degree in Business Administration, Finance or Management.
2. Professional Experience
2.1. At least 3 years of experience in a similar position;
2.2. Previous experience working with I/NGO or donor agencies;
2.3. Substantial experience with finance and office management processes and procedures;
2.4. Good understanding of security procedures
3. Skills and Competencies
3.1. Highly organized, able to prioritize tasks and commitment to organization’s objectives, values and policies;
3.2. Experience with modern technology and modern management tools including high proficiency in Microsoft Office package (Word, Excel, Outlook, PowerPoint);
3.3. Experience with Banana book-keeping system is a distinct asset;
3.4. Cultural sensitivity and strong interpersonal and communication skills;
3.5. Ability to cope with stress and to work independently under difficult circumstances and with minimal supervision;
3.6. A positive and strong problem-solving approach;
3.7. Excellent written and spoken English and Arabic are required, French is an asset;
3.8. Flexibility and readiness to take on additional tasks.