Administrative/ Accounting Office Assistant

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