Senior Accounting and Administrative Officer

TERMS OF REFERENCE

Senior Accounting and Administrative Officer

Background:

The Association for the Protection of Jabal Moussa (APJM) is a non-governmental, non-profit organization founded in 2007 for the conservation of biodiversity and preservation of the cultural heritage in Jabal Moussa Mountain and surrounding.

Our mission is to conserve and highlight the unique natural and cultural heritage of Jabal Moussa Biosphere Reserve, empower local communities to achieve collectively their own sustainable socio-economic development, and build effective partnerships with local and international stakeholders.

For more information please visit: www.jabalmoussa.org.

APJM is seeking a qualified Senior Accounting and Administrative Officer who will be responsible for managing the Program of APJM and related activities.

Responsibilities and duties:

Accounting and Finance Management:

Establish and maintain an effective accounting and financial management system and improve its internal control procedures in order to ensure transparent, efficient and accurate monitoring and reporting

Handle all financial and accounting matters for APJM such as accounts payable and accounts receivable

Ensure semi-annual organization audit is carried out and annual budget is prepared, and liaise with relevant authorities in this respect

Run regular assessments of the overall financial situation of the Organization

Prepare management reports on a monthly and quarterly basis

Ensure compliance with all local government taxation and labor regulations and prepare fiscal declarations (income taxes, taxes on salaries,  NSSF…) and liaise with relevant authorities in this respect

Facilitate all types of audit: internal, external and donor’s

Manage and update the accounting system on daily basis, including data entry

Reconcile cash and bank accounts on a weekly basis

Maintain all financial information up-to-date, secure and confidential

Update APJM assets and prepare the amortization

Prepare financial statements, profit & loss statement, income statement and balance sheet

Petty cash management: send monthly requests for cash, keep updated records for petty cash

Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that relevant records are properly maintained

Maintain an organized filing system for all accounting, financial and administrative documentation (including transactions, contracts, invoices, rentals…)

Project and Program Finances:

Establish and maintain a proper monitoring system to meticulously investigate the progress of APJM’s Business Units: Ecotourism, Food and Handicraft Products, Seedlings, and Publications

Prepare operating reports for each Business Unit with the Program Manager, analyze the data and recommend changes to improve performance

Participate in the budget development of all new projects and the budget amendments of ongoing projects

Monitor the performance of the project expenditures against the project budgets throughout the year and prepare monthly project reports

Timely identify, inform and discuss any issues with the Program/Project Manager

Assist with the preparation of the audits required by donors

Ensure accounting for all grants in accordance with the requirements of the donors

Make sure that all related financial and administrative documentation is properly filed and comply with the donor’s requirements (invoices, payment vouchers, payments…)

Assist the Program/Project Manager in responding to audit inquiries and requests for financial reports

Ensure a proper and transparent procurement process, including the preparation of request for quotations, purchase requests, purchase orders, collection of invoices, making sure that goods were received according to request

Implement purchases following the purchase order system (payment vouchers) and adequate logistics procedures

Administrative Management:

Prepare the payroll and manage employee files and records

Follow up on all rental agreements and timely identify and inform of any arising issues (payment, renewal of contract…)

Follow-up on the renewal of the organization registration and liaise with the relevant authorities

Participating in project activities and events, and supporting project team in logistics

Following-up on office maintenance

Stock inventory management:

Coordinate with Program Managers to ensure stock inventory is regularly updated

Participate in inventory physical counts

Maintain the stock levels to ensure timely availability of products

Create and analyze reports based on stock data: sales, cost, profit margin…

Requirements:

A University Degree in accounting, business administration, finance or related field from a reputable institution is a requirement and a higher degree (Masters) is a plus

At least 3 to 5 years of work experience in Accounting and Administrative Management

Excellent computer skills including: MS Office (high proficiency in Excel is required)

Experience with accounting software required (selecting financial, cost-accounting and inventory/bar code software might be required)

Experience with national human resources laws and NGO systems preferable

Strong analytical and accounting skills, thoroughness and attention to detail

Strong oral and written communication skills in Arabic and English (French is a plus)

Personal attributes: honest, trustworthy, hardworking, and demonstrates sound work ethics

Enjoys team work

Familiarity with the Jabal Moussa Biosphere Reserve is a plus