Administrative/ Accounting Office Assistant
For interested candidates, please send an email to [email protected] with your CV and cover letter, with the subject line title being "Administrative /Accounting Office Assistant". Only shortlisted candidates will be contacted.
General Description
The Administrative/ Accounting Office Assistant plays a critical role in PCRF. He/She is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. Role includes:
- Office management of services, including filing and record keeping and maintaining and procuring office services and equipment;
- Managing documents and communicating with field officers and coordinators for completion of projects/programs' documentation;
- Tracking and payment of invoices;
- Supporting with procurement process and identifying vendors for projects/programs;
- Initiating media coverage for local print and news stories of cases and missions;
- Coordinating volunteer and patient logistics;
- Supporting directly the administrative and logistical needs of the office
This position reports to the the Country Manager for Lebanon and Jordan.
Office/Administrative Responsibilities
- Opening/Closing office daily
- Organizing and coordinating office operations and procedures
- Answering phone calls
- Managing all administrative tasks, such as filing, photocopying, mail etc.
- Communicating with other agencies, media, organizations and groups to improve and increase public awareness and the visibility of the PCRF
- Support with patient follow ups and coordination with hospital/doctor appointments when needed
- Maintaining office equipment and utilities
- Ensuring that filing systems are maintained, secure and updated
- Auditing program and project files routinely and following up with coordinators accordingly
- Maintenance and replenishment of inventory - this includes printed materials and supplies
- Filing all received documents to main office records related to medical missions, cases treatment abroad, humanitarian projects and office activities in a filing system in the office
- Assisting with meetings when required
Financial and Accounting Responsibilities (Experience in Accounting and Procurement Essential)
- Manage invoicing and payment process for all programs in partnership with local accountant
- Build strong relationships with all suppliers and vendors
- Coordinate with partners to receive accurate and timely invoices
- Validate all invoices against internal purchasing documents
- Coordinate with accountant on payment status
- Audit all files to ensure they are compliant with auditing procedures
- Create a network of suppliers/vendors to support with tendering services
- Support team to acquire offers for goods/services (procurement)
- Partner with coordinators to validate budget requirements and monitor spend
Professional Qualities
- Experience in office management, administration, procurement and accounting essential
- Ability to maintain a high level of accuracy in preparing and entering information
- Ability to maintain strict confidentiality with regard to financial information and case details
- Ability to clearly articulate ideas and thoughts verbally and in writing
- Accurately prepares written correspondence that is coherent, grammatically correct and professional
- Listens to others and accepts input from team members
- Presents to volunteers, staff and donors professionally
Other
- Appreciation of and dedication to the cause of PCRF
- Outstanding interpersonal skills
- Displays a positive attitude
- Demonstrates flexibility in day-to-day work
- Sets high standards of performance for oneself
- Establishes harmonious working relationships with team members
- Shows initiative in interacting with and collaborating with team members on projects and organization’s activities
- Uses every opportunity to learn from team members
ملاحظة:
دليل مدني، شبكة المجتمع المدني، يوفر للمنظمات منصة لنشر الوظائف, وليس مسؤول عن عملية التوظيف. كل منظمة مسجلة على دليل مدني هي مسؤولة بشكل فردي عن منشوراتها وعن عملية التوظيف.