Administrative Coordinator - BML & South

RESPONSIBILITIES AND OBLIGATIONS:

1- Human Resources Support
▪ Provide support to the HR in the production and archiving of relevant documents such as contracts, signatures, …
▪ Induction process of new recruits, volunteers and interns:
- Presentation, policies and procedures,
- Train all the new joiners on the HR application.
- Insure reception of himaya's email account/app account/logistics and equipment (laptop, bank account, contracts etc.).
▪ Monthly follow up on attendance correction and signature of final version.
▪ Provide consultation and administrative support for employees in matters of leaves, job policies, procedures and adopted professional protocols.
▪ Follow up with HR about the employees’ requests.
▪ Follow up on monthly payslips signature on time.
▪ Update the team with any changes that might occur.

2- Administrative, Accounting and Management Support:
▪ Prepare and submit monthly salary tracking sheet to the Payroll Officer.
▪ Prepare all the supporting documents to create accounts for volunteers on the relevant payment method.
▪ Scan and archive all the legal papers, contracts, supporting documents.
▪ Data entry of all invoices and cash payments on the accounting system.
▪ Responsible for the petty cash of the region
▪ Doing the cash reconciliation with the accountant. Request all the payments from the accounting department.

▪ Attend meetings with finance and accounting when needed.
▪ Supporting in the planning of budget forecasting.
▪ Handle all matters related to the bank (bank letters, checks…).
▪ Following with the municipality for fees.

3- Logistics, office and carpool management
▪ Prepare the cars schedule on a daily and weekly basis
▪ Prepare and send the Mileage Log of the cars on the set date
▪ Car maintenance and day-to-day use: fuel cards, insurance…, mechanical or other problems,
▪ Follow up with the rental company.
▪ Coordinate with the generator company or provider about any electricity issues.
▪ Follow up on maintenance issues of the office, shortage of hygiene and office supplies, (tissue papers, masks, soap…)
▪ Monitor and coordinate the hygiene of the office daily.
▪ Coordinate with the janitor about any issue in the building and parking area.
▪ Coordinate with the IT officer regarding any support needed, and if any problem occurs.
▪ Collect all the needed documents for any financial request (rental, pharmacy, school fees…)
▪ Prepare the contract for the location rental.
▪ In charge of the distribution of the kits.
▪ Respond to support and ad-hoc requests issued by the Regional Manager and HQ for emergencies.
▪ Report on a weekly /monthly basis to the Regional Manager.
▪ Participate in the scheduled team meetings set by the Regional Manager
▪ Availability for any urgent or problematic issue faced by employees during or after working hours, for next day plan.

4- Procurement
▪ Prepare and follow-up on all PORs.
▪ Contact and follow-up with suppliers.
▪ Request all the payments for the external suppliers.
▪ Contact preferred vendors and order the delivery of goods.
▪ Contact new suppliers for offers and quotations
▪ Update the purchase request tracker in coordination with the Procurement Officer at the HQ.
▪ Receive the items from suppliers and prepare the good delivery sheet for all invoices.
▪ Fill evaluation forms, template shared from procurement.

5- Support in the implementation of the Programs
▪ Follow up on the implementation plans submitted by the TL and SCM in the region.

6- Stock Management at the regional level:
▪ Update the asset list for new items, label them and adjust the tracker by splitting materials for each project alone.
▪ Update the permanent asset from per employee.
▪ Keep an update of the inventory.
▪ Update the stock sheet tracker with all the stock used by the employees in the area.

7- Miscellaneous:
▪ Demonstrate a thorough knowledge of himaya by effectively communicating information about its activities, projects, mission, values, and history.
▪ Adhere to the mission and values of himaya by adopting and conveying its core values and concepts in both personal and professional contexts.

• Bachelor's degree in NGO management or any social or humanitarian background
• 3 years of experience in related field.
• Excellent communication, organization and reporting skills
• Conflict management skills
• Good listening skills
• Ability to work under pressure, flexible
• Analytical skills, attention to details
• Good command of MS Office tools
• Valid driving license
• Fluent in Arabic and English and French

Kindly send your CV and Motivation letter to recruitment@himaya.org, mentioning the title in the subject of your email.

A valid driving licence is mandatory for frequent field visits.