Administration and Accounting Officer

POSITION SUMMARY

The Administration Officer / Administration and Accounting Officer at Gravitas Global (GG) is a central figure in maintaining the smooth operation of GG's administrative, accounting, and support functions. This role facilitates essential services, ranging from office management and policy oversight to vendor coordination and associate support with the highest levels of efficiency, professionalism, and adherence to GG’s standards.

The Administration Officer / Administration and Accounting Officer is responsible for managing a diverse portfolio of tasks that are critical to operational success. These include managing petty cash, overseeing office operations, coordinating with external vendors, administering processes related to insurance, payments, and other relevant operations, keeping company records and assets, and complying with legal and organizational requirements. In addition, this role supports the accounting function by recording and maintaining financial transactions, updating ledgers, assisting in month-end and yearend closings, preparing financial reports, and supporting tax declaration and compliance activities. This role acts as a key support resource, collaborating with various functions at GG to foster a productive, organized, and well-functioning workplace.

POSITION RESPONSIBILITIESAccounting Support

• Record and maintain accurate financial

data and update general ledgers accordingly.

• Book daily accounting transactions,

including journal entries, payments, bank transactions, purchase orders, and
invoices using Microsoft Dynamics (Business Central).

• Perform bank, vendor, and customer

reconciliations.

• Maintain proper documentation and ensure

compliance with applicable accounting standards.

• Support audits by preparing schedules and

responding to queries.

• Assist in month-end and year-end closing

activities.

• Support the preparation and filing of tax

declarations to ensure compliance with applicable regulations.

• Manage

the complete lifecycle of vendor payments, from invoice receipt and
verification to payment execution. Verify that all external and outsourced
service providers are paid accurately and on time, along with detailed records
of transactions and vendor relationships.

• Support

the Head of Support Services with managing relationships between GG and banking
institutions, overseeing banking operations, and smooth financial transactions.
Support the Head of Support Services with managing access to banking platforms,
facilitating transactions, monitoring balances, and resolving any
banking-related issues for operational continuity.

• Manage

the petty cash fund, ensuring proper documentation and accurate reconciliation
of all transactions. Keep detailed records of disbursements and comply with GG’s
policies and financial controls, regularly auditing the petty cash to verify
accuracy and balance.

• Handle

office-related expenses, including reviewing, approving, and tracking
reimbursements while aligning with the GG’s budgetary guidelines and financial
policies, and preserving accurate records for reporting and auditing purposes.
Work closely with relevant departments for timely and efficient processing
of all expense claims and expenditures.

**Administrative
Coordination**

• Manage

certain digital assets (e.g., software licenses and subscriptions), complying
with usage agreements and timely renewals. Coordinate with IT to track software
installations and troubleshoot issues related to digital assets.

• Support

the Head of Support Services with managing the end-to-end service provision of
mobile devices and subscriptions, predominantly with Touch (Lebanon).

• Support

the Head of Support Services with managing insurance policies, overseeing
timely renewals, claims management, and compliance with insurance regulations.

• Manage

associate visa processing, including coordinating with government authorities
and in compliance with local regulations. Sustain detailed records of associate
visa statuses and proactively address upcoming renewals or expirations.

• Coordinate

the preparation and issuance of official associate documents, including letters
of engagement, certificates, and other engagement-related materials. Ensure all
documents are accurate, timely, and compliant with GG’s organizational
standards and legal requirements.

• Assist

in overseeing the end-to-end service provision of laptops, peripherals, and
home office setups. Assure updated inventory trackers, coordinate with the IT
team for procurement and configuration, arrange delivery for international
staff when required and a seamless setup process for all associates.

• Coordinate

the medical insurance and life insurance renewal process by sharing relevant
information and updates with associates in a timely manner.

• Coordinate

purchases of books and printed materials with timely delivery.

• Manage

shipment of laptops and other office materials to international associates.

• Handle

the printing and preparation of flyers and physical materials for internal and
external use.

**Office
Management**

• Offer

comprehensive secretarial and reception services in a professional and
welcoming environment for all visitors and staff, serving as the first point of
contact for the GG.

• Efficiently

manage administrative tasks such as scheduling, booking, photocopying, document
preparation, and organizing meeting materials.

• Liaise

with third-party facility management service providers, securing timely and
efficient delivery of maintenance services (e.g., cleaning, repairs,
facility-related support). Maintain safety and operational standards across
facilities.
Oversee
and supervise the execution of regular and ad-hoc maintenance activities maximizing
safety, security, and cleanliness in the facilities. Address any potential
safety hazards and work closely with maintenance teams to resolve issues
promptly.

• Continuously

monitor office supply levels and place orders for necessary items to ensure
smooth operations. Maintain an organized inventory of office supplies, track
usage, and coordinate with suppliers for the timely delivery of goods.

• Oversee

the installation, assembly, and repair of office furniture, equipment, and IT
hardware, in a functional and professional workspace. Work with external
contractors or internal teams for prompt and high-quality furniture
installations and repairs.

Stakeholder Management

• Collaborate

with the Head of Support Services to support operational work.

• Engage

with internal and external stakeholders (in Lebanon and abroad) to offer administrative
and accounting service
excellence and compliance.

Other detailed responsibilities are part of a playbook that will
be shared with the incumbent upon joining. Responsibilities include but are not
limited to: contributing to new joiners’ onboarding (email and signature
setup), telecommunications management (mobile phones, SIM cards), asset
management, insurances, petty cash management, visa support, leadership team
travel arrangements, and record keeping and reporting.

Requirements

Education: A bachelor’s degree in Business Administration, Management, Accounting, or a related
field.

Experience: Ideally 3+ years of relevant experience in administrative / accounting roles.

Languages: Advanced working proficiency in English and Arabic.