Administrative And Finance Manager
DCAF
Total years of experience :18 years, 6 Months
Human Resources:
• Led the recruitment process for local employees and consultants, including posting job advertisements, organising written tests, and conducting interviews.
• Maintained updated time sheets and vacation balances for DCAF Lebanon staff.
• Managed filing, archiving, and updating of contracts for local staff and consultants.
• Handled registration/residency arrangements for international staff at Lebanese authorities.
• Registered local staff at Lebanese authorities.
• Reviewed timesheets, invoices, and other documents submitted by consultants before forwarding them to the finance department.
• Provided guidance to office staff regarding DCAF staff policies, office rules, and procedures.
Office Management & Administration:
• Drafted official letters and faxes in Arabic and English as required.
• Conducted initial review of financial documents provided by service providers/contractors.
• Managed administration related to office rental.
• Maintained register of outgoing and incoming official letters.
• Maintained filing and archiving system.
• Managed stationery and office supplies.
• Updated inventory of DCAF assets.
• Managed stocks of DCAF publications.
Logistics, Travel & Procurement:
• Liaised and coordinated with local service providers/contractors.
• Stayed updated with travel regulations and restrictions.
• Booked and coordinated travel and accommodation arrangements for DCAF staff and visiting consultants.
• Provided logistical support for conferences, workshops, and training courses.
• Facilitated procurement processes, including preparing public advertisements, requesting quotations, and organising selection processes.
• Prepared evaluations of service provider performance.
• Developed periodical procurement and travel plans in coordination with project managers.
• Served as a resource person for DCAF procurement policies and provided training and advice to office colleagues.
• Performed ad hoc tasks and fulfilled other roles as requested by the Head of Office.
Budgeting and Finance:
• Prepared shadow annual budgets and monitored general expenditures.
• Prepared and revised cost plans in line with work plans and financial rules and regulations.
• Monitored obligations and expenditures against approved work and cost plans.
• Assisted in maintaining appropriate control of expenses.
• Followed up on outstanding advances.
• Assisted in the preparation of financial reports.
• Prepared and issued contracts for experts and suppliers through UNOPS.
• Followed up on payments of experts within UNDP Iraq projects.
• Prepared and followed up on contracts and invoices of event organizers, hotels, and travel agents.
Operations:
• Prepared and organized local/regional meetings and workshops within UNDP Iraq projects.
• Coordinated with Iraqi focal points for activities related to Iraq.
• Issued and followed up on security clearances for participants.
• Communicated logistical information to participants.
• Executed booking and purchase of tickets for all travel.
• Liaised with airline representatives, travel agents, and airport authorities as required.