Administrative Assistant

SIF implements programs for Syrian and Palestinian refugees, as well as vulnerable host populations, in Beirut, Mount Lebanon and North Lebanon, regardless of their social, religious, or cultural affiliations. Our sectors of operation are Child Protection, Livelihoods, Food Security, both directly and with national NGO partners, with previous implementation in the WASH, Education and Social Stability Sectors. SIF actively participates in both National and Regional coordination mechanisms and liaises with relevant local authorities

Scope of the role:

SIF is seeking to recruit a highly motivated individual for the position of admin assistant to work in SIF Beirut office.

The tasks described in this job description are not exhaustive or limited. Due to the nature of the mission and the organization, the admin assistant may be requested to perform further tasks related to his/her responsibilities.

The admin assistant reports to the finance officer for all operational aspects, he/she will also work in close cooperation with the team.

Responsibilities:

• Assist in maintaining all financial systems for the SIF office in Beirut and ensure full compliance with SIF financial (SOP’s).
• To maintain up-to-date knowledge of and implement national government requirements and regulations related to financial matters such as income tax, Sales Taxes, social security deductions, etc.
• Ensure full confidentiality regarding financial information.
• Assist finance officer in management of the Cashbox & bank (Verify before payment that all the receipts/invoices/Taxes/social security etc are correctly filled and eligible for SIF accountancy (indicating date, details of the supplier, clearly written the amount with the stamp PAID);
• Maintain files and records for NSSF and income tax, so they remain updated and easily accessible.
• Tag all financial vouchers according to monthly accountancy.
• Scan all financial documents after review and manage filing/archiving of all documents and admin files (including invoices, payment vouchers, IRV, and expense reports…)
• Assist in follow-up all monthly payments (Per Diem, Salaries, House and Phone rental, Vehicle rental, etc) at the office level
• Assist in the cash disbursement program and ensure all supporting documents are signed and validated.
• Assist HR officer in the recruitment (fill candidates Data, test & interview arrangement etc.)
• Maintained recruitment & personal files for candidates.
• Liaison with the log team and ensure proper supporting documents with the timely processing of the payments.
• Keep original vouchers at field office base with clear taking and ensure that all procedures are met.
• Scan and archive copies of finance/admin/HR files.
• Undertake all other duties that may be determined by the line manager that are compatible with the job.

MINIMUM QUALIFICATIONS AND EXPERIENCE

• Education: Degree in accounting, finance, Administration, Economics, or any related field.
• Experience: Minimum 2 years of experience in the area of development: Finance, Administration, and economics in NGOs. 
• Languages:  Fluency in Arabic and English, both spoken and written, is required.

  KNOWLEDGE, SKILLS & COMPETENCIES

• Good organizational, interpersonal, and communications skills.
• Good communication skills.
• Able to work independently with sound judgment, good time management, and skills prioritization.
• Flexible, reliable, culturally sensitive and have the ability to take initiative.
• Able to work on his/her own initiative as well as part of a team.
• Problem-solving skills
• Analytical skills.