Project Administration and Finance Assistant

Duties and Responsibilities

The Project Administration and Finance Assistant will support the Administrative and Finance Manager and the project team in the day-to-day functioning of the project office. Key responsibilities include:

• Provide administrative support for the project office, including office supplies, equipment, correspondence, filing, service contracts, maintenance follow-up, and general office coordination.
• Support financial and accounting processes by collecting, verifying, coding, organizing, and filing invoices, payment requests, advances, expense claims, receipts, and other supporting financial documents.
• Prepare payment documentation, cheques, electronic payment files, and bank transfer requests for review and approval by the Administrative and Finance Manager.
• Enter and update financial and project-related data in the organization’s internal management and reporting software, ensuring that information is accurate, complete, and up to date.
• Assist in maintaining accounting files, financial records, bank reconciliation documentation, payroll-related documentation, and records required for financial reporting and audits.
• Support procurement processes by collecting quotations, preparing comparison tables and procurement documentation, following up with suppliers, documenting receipt of goods and services, and maintaining procurement files.
• Assist with logistics for meetings, trainings, workshops, field missions, events, travel, accommodation, transportation, venues, catering, and related supporting documentation.
• Provide administrative support for HR processes, including recruitment, onboarding, personnel files, attendance records, leave records, timesheets, payroll documentation, social security, and staff benefits.
• Maintain organized physical and electronic files for administrative, financial, procurement, HR, logistics, asset, and project documentation.
• Assist in preparing documentation required for internal controls, donor reporting, compliance checks, and audits.
• Liaise with suppliers, service providers, consultants, partners, authorities, and internal teams as delegated.
• Prepare administrative, financial, procurement, logistics, HR, and project summaries, updates, and supporting reports as requested.
• Identify missing documents, discrepancies, administrative issues, or follow-up needs and bring them to the attention of the Administrative and Finance Manager.
• Perform any other related support tasks assigned by the Administrative and Finance Manager, in close coordination with the Project Manager in Lebanon.

 Duty Station 

The position is based in Beirut.

Required Profile

Education

• Bachelor’s degree in Business Administration, Accounting, Finance, Management, Public Administration, or another relevant field.

Experience

• Minimum of three years of relevant experience in administration, finance support, procurement support, logistics, or office coordination, preferably within an NGO, development organization, or international organization.
• Experience supporting financial and administrative processes, including invoices, payment requests, advances, expense claims, procurement files, logistics documentation, HR records, and project documentation.
• Experience with data entry and reporting using accounting, project management, or internal management software.
• Experience maintaining organized administrative, financial, procurement, asset, personnel, logistics, and project records.

Technical Competencies

• Good knowledge of administrative, financial support, procurement support, logistics, HR administration, and record-keeping procedures.
• Basic understanding of accounting documentation, payment preparation, bank transfer requests, bank reconciliation support, financial filing, and audit documentation.
• Ability to collect, verify, code, organize, enter, update, and file financial and project-related information accurately.
• Proficiency in MS Office, particularly Excel, Word, Outlook, and Teams.
• Strong organizational, documentation, filing, follow-up, and prioritization skills.
• Good written and verbal communication skills in English and Arabic; French is an asset.

Personal Attributes

• Highly organized, detail-oriented, reliable, and able to manage several support tasks at the same time.
• Proactive, flexible, solution-oriented, and able to follow up on assigned tasks in a timely manner.
• Strong interpersonal and communication skills, with the ability to liaise professionally with colleagues, suppliers, service providers, partners, and other stakeholders.
• Ability to work under supervision while contributing effectively to a multidisciplinary team.
• High level of integrity, discretion, confidentiality, and professionalism.

Interested candidates are invited to submit their application package, including a cover letter and an updated CV, to upadi-liban@upadi.ca with the subject line “Project Administration and Finance Assistant” no later than September 27, 2026, at 11:59 PM Beirut time. Only shortlisted candidates will be contacted for an interview.