Admin and Finance Assistant (upon donor approval)

The Admin and Finance Assistant works under the supervision of the Admin and Finance Manager. He/she will work full-time for a duration of three months.

Main Tasks and Responsibilities

1. Documentation and Archiving

• Organize and maintain both digital and physical project files, ensuring proper labeling and storage of contracts, reports, receipts, and other essential documents.
• Update and archive documents regularly, ensuring accessibility and compliance with Mada’s filing procedures.
• Manage the shared drive or project folders, ensuring that all project-related documents are filed appropriately and updated regularly.

1. Financial and Procurement Assistance

• Understand and ensure the compliance with prevailing taxation laws and regulations.
• Assist the Finance Manager in ensuring that all reporting complies with the relevant laws and regulations of the country, as well as the requirements set by donor.
•  Assist in preparing and processing payment vouchers (PVs), payment requests (PRs) invoices, and receipts related to project expenses.
•  Maintain accurate records of project expenditures and help with tracking and reconciling project budgets.
• Coordinate with the procurement department to manage purchase orders and ensure compliance with Mada’s procurement policies.
• Assist in coordinating with suppliers and partners and visit them to ensure receipt of all necessary documents.

1. Administrative Operations

• Provide administrative support to the project team, including handling phone calls, scheduling meetings, preparing any required document, and taking meeting minutes if needed.
•  Ensure that employment contracts, Terms of Reference (ToRs), and all staff administrative documents are completed and archived according to Mada’s administrative procedures.
•  Follow up with the team to ensure that their final timesheets are accurately tracked and archived.

As job descriptions cannot be exhaustive, the position holder may be required to undertake other duties that are broadly in line with the above key duties.

Skills and Experience 

• BA in accounting and/or finance/ HR or a related field.
• 2 years of experience (preferable for an NGO (admin/finance/accounting))
• Computers: office pack
• Languages: Fluent in English and Arabic
• Possesses strong organizational skills.

Other requirements

• Preferably available to start immediately.
• He/ She must be living in Beirut.

Salary Range:

800 USD per month as a basic salary, with a transportation allowance of 6.64 $ for each working day from the field or office. Additionally, Mada covers in-patient medical insurance fees for hospitalization only.