CONTEXT
Founded in 1994, La Chaîne de L’espoir (CDE) is an international non-governmental organization headquartered in Paris, France. Its mission is to strengthen healthcare systems and ensure equal access to quality healthcare for children, providing opportunities for survival and development.
CDE has been active in Lebanon since 2005, providing support on a punctual project. In response to growing needs and to scale up its efforts, CDE officially established its permanent mission and opened an office in Lebanon in 2020.
GENERAL DESCRIPTION
The Program Administration Assistant supports the day-to-day implementation of project activities by providing administrative and financial assistance and facilitating coordination between the Program and Finance Departments. The position contributes to efficient communication with contracted hospitals and external stakeholders, ensures accurate documentation, and supports the timely processing of project-related administrative and financial tasks.
The position falls under the line management of the Program Officer, with the Finance Officer providing technical supervision and guidance on financial procedures and accounting-related tasks. Key areas of responsibility include hospital invoice processing, beneficiary documentation, accounting support, cash handling, and general administrative tasks.
MAIN RESPONSIBILITIES:
- Beneficiary approval process
- Support the processing and follow-up of beneficiary initial and final approvals.
- Review and cross-check beneficiary, medical, and administrative information to ensure accuracy and completeness.
- In close coordination with the medical team, follow up on incomplete medical files to ensure all required documents are received.
- Maintain and regularly update beneficiary records and approval trackers throughout the case cycle including beneficiary budget and expenditure trackers.
- Ensure proper documentation and email communication of benefits and expenditure updates.
- Facilitate communication and follow-up between the Program, Medical, and Finance teams to ensure timely completion of required processes.
- Hospital Coordination & Invoice Management
- Coordinate with contracted hospitals and focal points regarding approved services, invoice submissions, supporting documentation, and pending actions.
- Ensure timely and accurate invoice submission with the hospital focal points.
- Coordinate with hospitals and relevant internal teams to resolve documentation discrepancies, incomplete files, and pending requests.
- Follow up on invoice validation and processing, including reviewing, scanning, and archiving beneficiary invoices.
- Cash Management and Accounting Support
- Handle the duly approved cash payments and ensure that all transactions are supported by the appropriate documentation.
- Maintain an up-to-date daily cashbook recording all cash receipts and disbursements and organise monthly cash counts and reconcile physical cash balances with the corresponding financial records.
- Support daily cashflow and liquidity monitoring.
- Provide administrative support in liaising with the bank, including preparing bank transfer letters and cheques, and delivering and collecting banking documents.
- Enter accounting transactions into the accounting system accurately and in a timely manner, ensuring that all entries are supported by the appropriate documentation.
- Organize and maintain financial records, including invoices.
Perform other related duties as assigned by the Program Officer, in coordination with the Finance Officer for tasks falling within their technical responsibilities.
TEAM RELATIONSHIP
Line and technical manager: Program Officer
Technical manager: Finance Officer
Close collaboration with: Program team, medical team, Support team.
PROFILE
Bachelor’s degree or technical diploma in Accounting, Finance, Business Administration, or a related field. (Required)
Working Experience and Professional Qualifications
- Prior experience in administrative or program support roles, particularly in healthcare or NGOs (required)
- Experience within the humanitarian sector is a plus
- Experience within the health sector is a plus
Specific Skills
- Strong command of Microsoft office suite (Word, Excel, Outlook, PowerPoint) (required)
- Previous experience in collecting, organizing, and analyzing data (required)
- Strong organizational skills with attention to detail (required)
- Excellent writing and communication skills (required)
- Problem solving skills and ability to prioritize workload (required)
- Capacity to travel in CDE’s projects’ implementation areas of Lebanon (required)
- Experience working on Oracle NetSuite ERP system is a plus
- Knowledge of software such as KoBo, or ODK is a plus
Languages:
Fluent in Arabic and English_ speaking, writing, reading. (required)
Knowledge of French is a plus
CDE always ensures its team members:
- Are driven to answer beneficiaries’ needs
- Works in line with the humanitarian principles and CDE’s values
- Respects at all-time CDE’s procedures in place
- Have a sense of teamwork in multicultural context
- Maintain confidentiality of work
