Administrative And Finance Assistant - Lebanon

I.                GENERAL OVERVIEW OF POSITION / WORKING CONDITIONS:

       ·       Job title: Administrative and Financial Assistant

·       Location: Beirut
(Lebanon)

·       Line manager: Senior Administrative And Finance Officer

·       Main functional relationships: All Lebanon Team, Administrative and Financial team at the Head Office. He/She may collaborate with Administrative and Financial Officers in other countries of intervention

·       External relationship: Partners’ Administrative & Financial teams, relevant authorities. The Administrative and Financial Assistant may have to adapt his/her planning in order to be able to work with Asmae’s partners, based
on their availability

·       Status:
Lebanese fixed-term contract

 1.1.  General background:

 Asmae is a French international solidarity NGO specialized in child development. It is independent, non-religious, non-political, and open to everyone. Created in 1980 by Sister Emmanuelle following her experience with garbage collectors in Egypt’s slums, Asmae keeps on respecting its founder’s values and methods: listening and proximity, pragmatism, respect of the differences, professionalism and reciprocity.

 Asmae’s action aims to support vulnerable children and their families through providing tailor-made and long lasting support to local stakeholders working on education and child protection. Its vision, “A fair world which guarantees that children can live and grow with dignity within their environment, to become free women and men who contribute to society”, is broken down into four missions:

·       Stimulate child development through a global approach. To do this, Asmae
also works on family support by taking their environment into account;

·       Build the capacity of local stakeholders involved in child development,
boost cooperation amongst them and maximize their social impact;

·       Stand up for children by raising awareness and advocating;

·       Experiment, disseminate and share practices.

Nowadays Asmae supports education and child protection projects through 46 local organizations in Burkina-Faso, Egypt, India, Lebanon, Madagascar, Mali and the Philippines. Furthermore, in France, Asmae also directly manages a mother and childcare centre.

 1.2.  Background of Asmae in Lebanon

 Asmae has been working in Lebanon since 1986 (a local coordination office opened in 2005). Asmae is currently working in partnership with 4 local organizations including Nabaa, FSF, ISF and NRDC. Activities are located in the governorates of Beirut, Bekaa, North and South.

Besides, Asmae is operation 4 projects funded by AFD, DCI and other private donors.

II.              MISSION

 According to Asmae’s strategy and under the direct supervision of the Senior Administrative And
Finance Officer, the Administrative and Financial Assistant helps in implementing and monitors the accounting and financial operations of the national office to which he/she is assigned. He/she also carries out activities associated with the Payroll and Administration processes of personnel.

III.            RESPONSIBILITIES

In line with Asmae’s values and response mode, the Administrative and Financial Assistant will be in charge of:

 3.1.Office Administration

·       Directs office activities and functions to maintain efficiency and compliance with organization’s policies;

·       Manages administrative duties in the office, and ensures that the office operates efficiently and smoothly;

·       Maintains office supplies inventory;

·       Maintains records, legal documentation, and files;

·       Assists with office layout planning and office moves, and with managing and maintaining IT infrastructure

·       Contributes to office budget management;

·       Identifies opportunities for process and office management improvements, and design and implement new systems;

·       Provides other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports; 

3.2.Recruitment Support

       ·     Execute the implementation of recruitment plans;

·       Assists in the preparation of job descriptions, job posting, and analyzing application files;

·       Coordinates the overallrecruitment process;

·      Ensures proper implementation of labor laws and recruitment regulations;

•       Creates, implements and manages onboarding plans/induction for national staff;

 3.3.Human Resources Management Support

      ·       Ensures activities relating to the Payroll and Administration processes of personnel (social welfare and tax affiliations, support with obtaining a visa, preparation of contracts/amendments/timesheets, consolidation of variable Payroll elements, social security declarations), in compliance with the regulatory framework, Asmae’s procedures, and in connection with the local legal advisor;

·       Assures that all legal files and contracts are filed properly and safely at all times;

·       Prepares documentation to be communicated to staff about disciplinary and grievance issues;

·       Updates regularly staff headcount sheets and organizational chart;

·       Follows-up training requests and implements training programs;

·       Follows-up annual and mid-year appraisals campaigns locally;

·       Assists in the implementation of recruitment plan and process in coordination with HO;

·       Conduct introductory onboarding orientation to newly hired staff or consultant;

·       Support the Country Representative and HO in drawing up plans for future personnel hiring procedures and goals;

  3.4.Accounting:

       ·       Post and process journal entries to ensure all business transactions are recorded;

·       Assist in the processing of balance sheets, income statements and other financial statements according to
legal and company accounting and financial guidelines;

·       Assist with reviewing of expenses, payroll records etc. as assigned;

·       Update financial data in databases to ensure that information will be accurate and immediately available
when needed;

·       Assist SAFO in the preparation of monthly/yearly closings;

·       Assist with partners financial reporting, by double checking the supporting documents and prepare the data entries;

 3.5.Other:

·       Undertakes other tasks requested by the Senior Administrative and Finance Officer and the Country Representative;

·       Participates and actively contributes in team meetings and seminars organized by Asmae;

·       Participates in institutional representation meetings and activities;

 IV.            Position’s Requirements

 Education:

• Degree(s) in administration, HR, finance or accounting.

 Professional experience:

• Proven experience in accounting and finance; 

Professional skills:

• Great attention to detail
• Good understanding of accounting and financial reporting principles and practices 
• Fluency in English
• Used with Office Pack
• French is an asset
• SAGA Software is an asset

Personal skills:

• Autonomy and exactitude
• Patience, diplomacy and sense of listening
• Ability to build confidence with various stakeholders
• Dynamism and initiative
• Ability to work with a team
• Ability to work under pressure