مطلوب كاتب إداري (Admin Clerk)

INTERSOS is a non-profit humanitarian aid organization that works to bring assistance to people in danger, victims of natural disasters and armed conflicts. Established in 1992 with support from the Italian Federation of Trade Unions, its actions are based on the values of solidarity, justice, human dignity, equal rights and opportunities for all people and respect for diversity and coexistence, paying particular attention to the most vulnerable and the unprotected.

INTERSOS identifies with the core values of CONCORD, the European Confederation of NGOs; it adheres to international codes of conduct for humanitarian organizations and the values and principles expressed within those codes. INTERSOS is recognized by the Italian Ministry for Foreign Affairs, the European Commission and the principal UN agencies; it is privileged to hold an advisory status with the United Nations Economic and Social Council (ECOSOC).

INTERSOS is an independent association which, through its own humanitarian operators, intervenes to effectively answer the needs of people in serious crises situations, mainly in the world's poorest regions, who are suffering, deprived of rights, dignity and essentials goods. It maintains a flexible operating structure. The head office in Italy coordinates, supports and monitors the planned activities in the countries of intervention carried out by decentralized offices.

Job Title        : Admin Clerk

Reports to       : Admin & Finance Officer

Duty Station    : Tyre

Position Type  : Part Time

Job Purpose:

The Admin Clerk works under the supervision of the Admin & Finance Officer and is responsible for supporting INTERSOS activities and staff with admin/finance tasks on a daily basis to assess accuracy, completeness, and conformance to reporting and procedural standards.

Generic Duties:

1. Provide administrative support in order to ensure effective and efficient office operations:

• Maintain a tight and clear archiving system for all financial and administrative documents
• Follow up on all files if its set as per the financial system
• Ensure the confidentiality and security of all financial and employee files

1. Perform day to day financial transactions to ensure an up-to-date, accurate and documented finances: (in case of replacement of the admin-fin officer)

• Archive all purchase requests, invoices and payment requests for office and project purchases on our internal system
• Check compliance with internal and donor procedures
• Process payments per approved liquidity plans and verify transactions on compliance with financial procedures and procurement.
• Encoding/registration of payments for data entry in INTERSOS accountancy system
• Present daily cash declarations
• Liaise with the bank (withdrawing cash + sending transfers to the bank,.. etc.)
• Receiving and checking courier, liaising with sending files to all bases.

Other Specific Duties:

(Can be adapted to the particularities of the job location and the requirement of the project. This section shall be revised whenever a new employee is hire).

• Support the Admin & Finance team in the verifications with partners and audit sessions if required.
• Cash Management (cash planning, cash handling, & cash reporting).
• Follow up on filing and signatures with the Project Manager and Logistics.
• Support the Admin assistant in the monthly cash reconciliations.
• Follow up with the suppliers on cheque payment/transfer etc.
• Send documents and cheque payments to the lawyer
• Support in preparing & sending files to VAT department
• Prepare the documentation for all financial reports sent to donor, and organize the files per each report
• Support the Admin & Finance team with other tasks such as: follow up with the suppliers, contracts signatures, filling, sending emails, etc.

Education:

• Bachelor degree in Finance or Accounting or relevant field.

Competencies: (Knowledge, Skills & Abilities)

Professional Competencies:

• 1-2 years of relevant work experience.
• MS proficiency (Word, Advanced Excel – proficient in formulas and charting, outlook).
• Reporting skills.

Behavioural competencies:

• Teamwork
• Communication Skills
• Planning and Organizing
• Flexibility and adaptability
• Initiative
• Analytical thinking
• Attention to details
• Humanitarian motivation and commitment to INTERSOS values
• Respect of INTERSOS policies and procedures

Languages:

• Fluency in Arabic and English