Accounting and Administrative Officer

Accounting and Administrative Officer
Deadline for applications: Friday, December 2, 2016
Contract:
Location: Beirut
Working area:
Job Description

Job Title: Accounting and Administrative Officer

Organisation: Greenpeace Mediterranean (GPMed)

Department: GPMed Programme Division

Reports to: GPMed Arab World Programme Leader

Date:

Background:

Greenpeace is an independent global campaigning organisation that acts to change attitudes and behaviour, to protect and conserve the environment and to promote peace. Our campaigns aim at catalysing an energy revolution to address the number one threat facing our planet: climate change; defending our oceans by challenging wasteful and destructive fishing, and creating a global network of marine reserves; protecting the world’s ancient forests and the animals, plants and people that depend on them; creating a toxic free future with safer alternatives to hazardous chemicals in today's products and manufacturing; and campaigning for sustainable agriculture by protecting biodiversity and encouraging ecological farming.

Greenpeace has been campaigning against environmental degradation since 1971 and today comprises 28 independent national/regional offices in over 55 countries across Europe, the Americas, Africa, Asia and the Pacific, as well as a co-ordinating body in the Netherlands, Greenpeace International.

 

Purpose of the Job:

To ensure adequate accounting, financial and procurement practices and to provide effective and efficient administration functions in support of GPMed’s Arab world Program (AWP).

The position is expected to provide analysis of administrative service needs in support of specific business operations encompassing accounting, procurement, human resource, travel, transport and supply will increase the success rate of the AWP in delivering its campaign work in a timely manner as per GPMed prodedures.


Main Responsibilities:

Under overall guidance of the AWP leader and functional line management of GPMed Finance Director for the finance component, the Accounting and Administrative Officer will be responsible for all following functions:

Accounting and financial component

This position is meant to contribute to implementing controlling mechanisms for financial resources and assets and proactively providing the management with the financial information for decision making on all financial matters. This position focuses on timely and accurate accounting entries on the accounting system that GP MED uses, while also collaborating to ensure the financial operation is carried out effectively and efficiently. Specifically, the officer will:

  • Oversee the overall accounting and financial management of the AWP

  • Support the preparation of annual and quarterly work plans and budgets

  • Maintain complete set of books of account according to the organization’s accounting principles and procedures and update it on daily basis, while ensuring accuracy of supporting documents

  • Follow up on the activities and monitor expenditure and advance balances of resource disbursed, verify availability of funds for AWP activities and recommend for changes in budget line if needed

  • Compile the financial information required in the Monthly Report, incorporating detailed analysis of variations and commentary

  • Provide all the data requested for the budget preparation to the Finance Director and make sure for tracking the delivery of the budget throughout the year

  • Oversee procurement processes and ensure compliance with the organization’s guidelines

  • Maintain and update fixed assets on GPMed’s accounting system and ensure proper operation, maintenance and appropriate distribution of office equipment. Keep record and conduct physical verification at least once a year, and prepare annual physical verification report to present to AW leader and Finance Director

  • Manage all correspondence related to accounting and finance

  • Support the Finance Director for the year-end audit

  • Ensure full compliance with all statutory regulations of audit, legal and tax requirements

  • Diligently take care of and protect the keys, cards, bank account balance books, passwords and any other access mechanisms this position might be assigned to GPMed's assets as well as all documents and files containing information on them

  • Ensure all required Finance related information is filed properly keeping confidentiality at all instances as required by GPMed policies

  • Carry out any other related responsibility assigned by the AW leader and support other activities as required by the senior management team

Administrative component

On the administrative aspect, this position contributes to the achievement of GPMed's organisational and campaign objectives by providing an effective and efficient administration function that brings the best working conditions and environment for the Arab world team, while providing support to the AW program leader and senior management team. Under the supervision of the AW program leader, the officer will:

  • Oversee the overall administrative management of the AWP

  • Contribute to the development of an appropriate tool or approach to enhance GPMed Arab world Program internal and external communications

  • Be responsible for providing full spectrum of administrative services for the AWP staff to be able to work in the best working environment and as environmentally friendly as possible

  • Provide and facilitate all aspects of office administration tasks and manage all correspondence related to administration

  • Provide logistical support and coordination for the AWP campaign activities

  • Occasionally provide support to other GPMed departments as agreed with the AWP leader including logistical support to HR processes

  • Ensure all required Administration related information is filed properly, keeping confidentiality at all instances as required by GPMed policies, and ensuring information is readily available for consultation and analysis purposes

  • Carry out any other related responsibility assigned by the AW leader and support other activities as required by the senior management team.

  • Overall act as office security administrator, local focal point and support the AW Program leader in the development and monitoring of the safety issues.

 

Skills and Qualifications:

Educational Qualifications

  • Minimum bachelor’s degree in finance, accounting, business administration, or any other relevant field.

Other requirements

  • Two years of relevant, practical working experience

  • Financial, accounting including auditing reporting administrative management skills 

  • Experience in general office functions and administration field

  • Hands-on experience with non-profit organizations, development agencies or reputable private organizations

  • Advance level of MS office (Windows, Word, Excel, and Power Point); should be able to operate financial packages independently

  • No restrictions to travel frequently

Competencies

  • Presentation and reporting skills - Attention to details

  • Discretion and confidentiality

  • Work under pressure, in physically or mentally challenging situations

  • Build and manage relationships with external contacts relevant to the job

  • Ability to organize and facilitate different opinions among the staff

 

To Apply

Please send cover letter and an updated CV to hr.gpmed@greenpeace.org by MONDAY 19 DECEMBER 5 P.M Beirut time. 

Cover letter should include:

  • A clear indication of the job you're applying for and where you heard about it
  • Highlight the relevant skills you have in relation to the Job description and how you will use them. Please focus on the most important aspects of the role and directly relate them to your recent and relevant experience
  • Any supporting information you feel is necessary to mention or additional skills you can bring over and above the job description

Application without an updated CV and a cover letter will not be taken into consideration.

Please use the email subject line: Accounting & Admin Officer – Your Name.

Please no phone calls. Only shortlisted candidates will be contacted.

Experience required: Education degree: Bachelor Degree Field of education: Finance, Accounting, Business Administration
Languages
Arabic: English: French:
Period: a yearly renewable contract
Salary:
Submission guidelines: Please send cover letter and CV to hr.gpmed@greenpeace.org by MONDAY 19 DECEMBER, 5 PM BEIRUT TIME. Application without an updated CV and a cover letter will not be taken into consideration. Please use the email subject line: Accounting & Admin Officer – Your Name. Please no phone calls. Only shortlisted candidates will be contacted.
Cover letter required? Yes
Contact information
Guzide Gokcel
HR Specialist
Fax:
Website: