National Administrative/Finance Assistant

Project Overview
ICMPD is inviting all interested candidates to apply for the National Administrative/Finance Assistant for the EU funded project “Reinforcing Aviation Security at Rafic Hariri International Airport (AVSEC Lebanon)”. The main objectives of this project are
 Improved coordination and cooperation among airport security agencies;
 Increased surveillance and security capacities of the relevant security agencies at the airport;
 Improved infrastructure through the provision of equipment and infrastructural support to the relevant security agencies at the airport.
Please note that this post is subject to approval and availability of project funds.

Job Description:
The National Administrative/Finance Assistant supports implementation of activities of the AVSEC Lebanon project. S/he carries out tasks in support of project implementation and provides administrative and financial support to project management processes.
The National Administrative/Finance Assistant is responsible for the administrative and financial processes and support functions in projects. S/he organises project events and meetings being responsible for the management and implementation of the logistical arrangements and follow up. S/he compiles and prepares inputs to meetings, project reports, presentations and processes activities in support of procurement actions as well as manages contracts with contractors. S/he is responsible for maintaining project’s filing system.

The National Administrative/Finance Assistant works under the supervision of the Project Officer ensuring a smooth and timely delivery of project activities under the Project(s)’s work plan and collaboratively with all members of Project Team(s) either in the Headquarters, the Brussels Mission or Project Offices

Tasks and Responsibilities:
 Assist in implementation of project activities in accordance with the work plan.
 Prepare administrative documents, collect and compile inputs to documents.
 Draft routine correspondence for project implementation.
 Assist in procurement processes for conference/seminar services or other procurement actions foreseen in projects.
 Reconciles the local bank account, monitors receivables and payables
 Handles local cash and bank expenditures, makes payments following proper approval procedures and submits financial documents to HQ (cash advance requests, procurement requests, travel requests, travel claims, expenditure reports, reimbursement receipts, invoices, claims etc.) through the finance system (SAP)
 Verifies supporting documentation attached to claims, invoices and requests for payment submitted by project partners, staff, consultants, suppliers and service providers, resolves queries with local suppliers
 Prepares monthly field cash and bank reports and requests cash replenishment
 Checks the completeness of project financial documentation and uploads these documents into the finance system (SAP)
 Administer contracts with service providers, interpreters and experts.
 Compile project reports.
 Provide support to the organisation of workshops and meetings being responsible for visa arrangements, flight bookings, meeting facilities and accommodation, social programme, catering, participant lists, DSA calculations.
 Is responsible for meeting logistics; meeting rooms, audio-visual equipment, name tags, logistics for arrivals and departures, DSA payments in cash.
 Maintain the project filing system.
 Ensures compliance with ICMPD rules and regulations for financial management and performs according to the ICMPD rules and code of conduct and representing the organization in the best possible way to national and international partner organizations
 Perform any other duties as required.

Key Results:
 Administrative, financial and logistical support activities implemented promptly, accurately and efficiently.
 Project implementation supported by efficient and timely support to organisation of activities.
 Project filing system maintained.
 Procurement and Financial processes implemented timely and in line with ICMPD rules and procedures and following the system steps.