Administrative Supervisor - Part time
We actively encourage women to seize opportunities, break barriers, and excel in their careers. Join our team, where your skills, ideas, and contributions will be valued and nurtured, fostering a culture of inclusivity and empowerment.
Deadline for submitting applications: 01/09/2024
Does this description fit you?
Please send us your CV and Cover letter in English. CV only will not be considered.
Applications should be sent by email to [email protected] with the keyword "Admin assistant - your name" included in the subject.
NB: The vacancy may close before the deadline. Thank you for your comprehension
For further information about Solidarités International, please consult our website: http://www.solidarites.org/en/
MISSION Goal / Purpose:
At his/her assigned base level, the administrative assistant supports the administrator in the opening of a new base, in the processing of accounting operations as well as all tasks relating to Human Resources
Priorities for the first 2/3 months:
HR:
- Get to know the team and familiarize yourself with all the rules, procedures, SOPs, and internal staff regulations.
- Become proficient in using the HR software (homere) and performing salary calculations.
- Learn all aspects of filing/digital archiving related to the position.
Finance:
- Familiarize yourself with all internal tools and processes.
- Be responsible for managing accounting documents and entries.
- Handle petty cash management.
- Manage the voucharization and archiving of accounting files.
ROLES AND RESPONSIBILITIES:
List of principal activities:
Administrative management of personnel:
• Welcome and participate in administrative briefing of new personnel
• Assist the administrator for the administrative follow-up, the recruitment and hiring process
• Ensure archiving and monitoring of individual dossiers and deliver all documents relative to the professional life of Solidarités International employees
• Ensure the confidentiality of all HR datas
• Participate in the monitoring of work contracts on the base
• Collect payment details and integrate them into the Human resources management software (Homère)
• Issue pay slips and supervise payment of salaries after approval by the administrator
• Calculate taxes and duties and create pay records for the relevant organizations
• Keep an organization chart up to date for the base
• Assist the administrative in the organization and conduct of meetings with personnel representatives
• Participate in the application of policies relating to salaries and benefits for Solidarités International
• Monitor changes in the cost of living
Team management
• Train and support team members under his or her supervision
• Ensure the minimal replacement of members of the admin services in case of absence (days of, sickness etc.)
Treasury / accounting / management
• Supervise the physical maintenance and safety of cash boxes
• Prepare monthly closing, revision and integrity of accounts for the base
• Issue vouchers, supervise archiving of records
• Participate in audits or any checks issued by partners or head office, at the base level
• Participate in the consolidation of budget follow ups and cash forecasts at the base level
• Monitor due dates for payments of contracts managed by the administrative coordinator
• List liquidity needs in concert with the admin coordinator
• Carry out pay-outs and advances, within established guidelines
• Keep the registry of cash pay-outs and the cashier’s register
• Record budgetary transfers and keep accounting codes
• Verify, before recording, that records conform to regulations and procedures of Solidarités International
• Translate accounting documents if necessary
• Exchange currencies at request of superiors
• Verify cash balances daily and report any discrepancies to superior
• Archive accounting records according to Solidarités procedures after a final verification of receipts etc.
• Guarantee security of the cash and confidentiality of information
Reporting / communication:
• Participate in supervision of regulations in effect
• Aid admin coordinator in relations with administrative authorities
ORG CHART POSITION (reporting and functional relationships)
Line manager: Admin Manager
Line report(s) on base:
Functional manager:
Functional report(s):
NOTE:
Daleel Madani, the civil society network, serves as a platform for organisations to post their professional opportunities, but is not involved in the recruitment process. The hiring organisation is solely responsible for the job and candidate selection.
- Lebanon
- North Lebanon