Finance and Admin Officer _UDPNL (tripoli)

Salary band:

4

Financial and Administrative Officer

Professional

4A

Job Profile

1. Required qualifications, competences and experience

Formal Education

• University Degree (preferred in Business / Finance / Accounting or similar)

Professional Experience

• At least 5 years of pertinent experience
• of which at 3+ years of experience with donor-funded projects (NGOs, INGOs, etc.)
• in-depth understanding of financial planning and accounting; broad experience of project’s financial management and administration
• working experience with/in a public administration and or municipality is a plus

Other knowledge, additional competences

• Arabic native speaker, very good knowledge of English language; German is a plus.
• good working knowledge of ITC technologies and related software (e.g. Outlook, internet applications) etc.  and computer applications (e.g. MS Office, Excel, Power Point; knowledge of SAP is a plus).
• Gender sensitivity expected (training in Gender Mainstreaming is a plus)
• ability to work autonomously and attention to detail, while keeping the overall framework in mind
• strong team player; very good interpersonal skills, sound ability to work with a multi-cultural team
• well organized, solution-oriented, high level of independence, pro-active, reliable and innovative
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

• ability to travel inside Lebanon and abroad as needed by the programme.

1. Responsibilities

The position holder is responsible for:

• ensuring the financial administration and monitoring of UDP_NL North Lebanon and of selected partner projects, as part of UDP_NL portfolio, in compliance with all relevant financial and administrative regulations (GIZ’s rules and regulations, internal control manual, Lebanese law etc.)

• ensuring smooth functioning management of financial administration bankbook, bank account, preparing and verifying vouchers in line with GIZ standard procedures and systems/programs and in accordance with the signed authorization agreements

• assisting the programme with events, logistics, office management and other administrative tasks
• ensuring good communication and flow of information within the programme and with relevant GIZ offices
• ensuring systematic filing of documents in reference files in line with GIZ filing rules and regulations
• ensuring procurement of goods and services, supporting with contracting and follow-up, in accordance with GIZ’s guidelines, rules and regulations
• maintaining and keeping the UDP_NL journal and monitoring bank transactions (if needed)
• keeping the inventory list using the related GIZ software
• treating information confidentially, especially in the area of personnel and finance.

In this context, the position holder fulfils the following tasks:

1. Tasks

1. Financial responsibilities

• ensures a smoothly functioning management and monitoring of financial administration
• coordinates regularly with GIZ Country Office for payments, bookkeeping and other finance aspects
• checks all project invoices according to contracts and makes sure they are aligned with the contracts clauses and terms, in coordination with the management, technical advisors and selected partners
• prepares all project vouchers, documentations and annexes to be transferred to the GIZ Office for payment
• prepares for internal control sessions according to the internal control manual conducted by GIZ Office Lebanon and GIZ HQ Audit Unit; follows up on recommendations of internal control reports
• prepares and handles bank and cash payments, handling project in separate journal (if needed); monitors bank account operations; monitors cashboxes and safe contents and keeps lists updated (if needed)
• handles and keeps updated project inventory list using GIZ system
• ensures that all receipts needed for the accounting are submitted on time by local partners and team.

1. Procurement of goods and services

• procures respectively supports the procurement of goods and services including consultancy contracts
• follows up on consultancy contracts and cooperation agreements, including financial reporting in line with the deliverables and preparation for payment via GIZ Office
• ensures proper filing for procurement of goods and services (according to the internal control manual)

1. Office management and administrative tasks

• organises administrative and logistical aspects of activities
• supports team members and selected partners with travel arrangements and cost settlement
• conducts regular office duties (e.g. relevant correspondence in Arabic and English, receiving visitors and answering queries on project related issues, arranging appointments and maintaining calendars, regularly drawing up a list of forthcoming meetings and events, etc.)
• is responsible for systematically filing documents and updating the soft and hard copy project files
• prepares and organises information materials and documentation, as needed
• participates in internal and external (team) meetings, including writing minutes, as needed
• monitors and ensures the availability of stocks and consumables
• creates and maintains important contact addresses (partners, services & procurement etc.).

1. Event management:

• prepares and organizes project related activities of UDP_NL and selected partners, in agreement with UDP_NL management, such as conferences, workshops, trainings, internal meetings, team buildings etc.
• organizes logistics of activities of UDP_NL and selected partners (accommodation, travel arrangements etc.)
• prepares missions of UDP_NL staff and external partners, including logistics and info folders
• supports regional activities organizationally and logistically (Lebanon and abroad).

1. Tasks related to UDP_NL projects

• supports contracting partners and others with training on financial handling, elaborating budgets etc.
• organises and coordinates project support staff and works well with them
• coordinates missions of UDP_NL staff with the Risk Management Office in Beirut

1. Other duties/additional tasks

• assists in and/or carry out other tasks at the request of management
• regularly checks the changes in GIZ Orientation and Regulations Tool (O+R) in relation to field of work
• immediately reports all problems involving finance and regulations to superior, suggests approaches for problem solving.

Description of the project:

The project "Local Development Programme for Deprived Urban Areas in North Lebanon (UDP_NL)" aims at improving the economic and social living conditions of young people and women in disadvantaged urban areas of North Lebanon. A needs analysis has identified great potential in the apple, milk and olive value chain to promote the income and employment situation of vulnerable population groups. An expert exchange of national and international experts will take place to analyse and develop the above-mentioned value chains. In addition, trainings on value chains, sustainable agricultural production and land use as well as business creation & development for women and young people in Northern Lebanon will take place. This will strengthen their competence to generate their own income and promote the establishment and development of micro, small and medium-sized enterprises.

Location: Tripoli