Finance and Administration officer (FAO)

Finance and Administration Officer (FAO) – Lebanon Economic Reform and Infrastructure Investment (LERII) Programme

(Note – over the lifetime of the programme, the below job description may be changed by mutual consent to reflect changing programme needs and priorities)

About DAI

DAI is an employee-owned global development company. For 40 years, we have worked on the frontlines of international development, tackling fundamental social and economic development problems caused by inefficient markets, ineffective governments, and instability. Currently, DAI is delivering results that matter in some 60 countries. Our integrated development solutions turn ideas into impact by bringing together fresh combinations of expertise and innovation across multiple disciplines—crisis mitigation and stability operations, democratic governance and public sector management, agriculture and agribusiness, private sector development and financial services, economics and trade, HIV/AIDS and disease control, water and natural resources management, and energy and climate change. Our clients include international development agencies, international lending institutions, private corporations and philanthropies, and national governments.

Objective of the Programme

LERII is a 4-year FCDO-funded programme that will support the Lebanese Government in implementing economic reforms related to electricity, roads, water, waste management, PPPs, PFM, investment climate and macro-fiscal reforms. The overall outcome of the programme is to increase likelihood that the Lebanese government:

1. Implements key economic reforms;
2. Reaches agreement on the construction of key donor-financed infrastructure;
3. And that such projects are successfully built and operated.

To help achieve these objectives, technical assistance (TA) services will be made available to the Lebanese government ministries and agencies who are involved in direct planning and delivery of infrastructure and economic reforms.

Roles and Responsibilities:  

The FAO will be supporting a complex technical assistance facility, requiring advanced programme management, operational understanding and administration support. Skills will include the ability to manage experts and assignments, ensure financial due diligence, manage and forecast project expenditure, and monitor and communicate results being delivered by the project.

Programme Administration

• Plan day to day office administrative, procurement, HR and maintenance requirements in compliance with LERII Internal Procedures Manual
• Liaise with vendors to request quotes and procure office supplies, services, and equipment in compliance with the LERII Internal Procedures Manual and DAI Schedule of Approvals
• Maintain up-to-date Asset and Inventory Registers and submit to Finance and Operations Director (FOD) for periodic review.
• In conjunction with the FOD, perform and document a physical review of LERII Assets and Inventory to confirm compliance with FCDO Asset Guidance, by the last work week of the Fiscal Year
• Ensure timely subscription of remote internet devices for the Beirut Programme Management team upon monthly submission of individual requests
• Liaise with the project team to manage travel, logistics, and organisational support for all LERII operations and activities
• Update Security on weekly movements and logistics with Programme Staff and Consultants travel details for review by the FOD
• Ensure timely update of shared Administrative and Financial folders and files including: All Consultants Fee Rates, Education, and Experience spreadsheet; Consultants CVs; Vendor Contact Details etc.
• Act as point of contact for Vendors, consultants and other stakeholders,
• Ensure TAMIS is updated and effectively used by the team,
• Maintain staff contract and personal documentation and filing.
• Follow up with staff on corporate and project trainings and keep record of all trainings.
• Other duties as assigned

Programme Financial Records

• Initiate, request approval, make disbursements, and account for funds from petty cash and bank account in compliance with the LERII’s Internal Procedures Manual and Schedule of Authorities
• In conjunction with the FOD, perform and document a cash count of funds in the LERII safe to verify the reconciliation amount posted at the end of the month in which cash is counted. This should be done at least twice a year
• Prepare and submit monthly funds request to FOD for review and for approval before submitting to DAI at least two weeks prior to the date of receipt of funds
• Collate timesheets for review by FOD and approval by Team Leader by the designated date of each month
• Submit 1st draft of Accounts Return (Bank and Cash), including Labour Tracker and Timesheets to DAI after review by FOD and approval by Team Leader by the designated date of each month
• Reconcile LERII Bank statement using DAI template and scan a copy for filing on the LERII Server
• Submit final approved version of Accounts Return, Labour Tracker and Timesheets (Signed version and Excel version), Bank reconciliation and Bank Statement to DAI each month
• Review project invoices for accuracy based on Team Leader/FOD approval of consultant’s deliverables
• Support external auditors as directed by the FOD, PM, and Project Director (PD)
• Conduct vetting for all vendors, consultants and partners as requested by FOD
• Prepare monthly payroll and send it for FOD for final review
• Ensure all transactions are booked in the accounting system (QuickBooks) on a timely manner

Programme Projects/Contracts

• Coordinate with the FOD to confirm what project costs will be paid locally and ensure funds are included in the monthly funds request.
• Follow up with Contractors to obtain travel and accommodation details for populating the Security Weekly Movement Sheet
• Deputise for the FOD when absent or as delegated in the following activities:
• Monthly follow up email reminders to Contractors to ensure timely submission of invoices, timesheets, and financial reconciliations, no later than 1 week prior to the invoice and deliverable submission due date.
• Draft Contracts and request for contracts for review and approval by Team Leader before submitting to DAI.
• Follow up with Contractors on outstanding invoices and deliverables,
• Review all Contractors’ invoices and financial reconciliations against project contract budgets, and confer with FOD and DAI’s Project Manager on any queries before contacting the Contractor
• Maintain up to date spreadsheet of Contractors’ Invoice submission and approval status for review and approval by FOD and DAI’s Project Manager.
• Submit approved Contractors’ Invoice submission and approval record to DAI each week.
• Sift CV and prepare candidates matrix for shortlisting for review of the hiring committee.
• Note taker for all hiring processes.
• Keep record of procurement and hiring processes.
• Other procurement and HR tasks as needed.

Programme Invoicing and Forecast to FCDO

• Review draft monthly invoices to FCDO received from DAI for discussion with FOD.

• Check each section of the invoice to confirm numerical accuracy and informative description of expenses
• Feedback collated comments/queries/revisions to DAI based on discussion with FOD
• Liaise with the DAI Home Office Project Accountant (PA) to finalize DAI monthly invoice to FCDO in conjunction with the FOD
• Confirm FOD approval of the draft monthly invoice for onward submission to FCDO Lebanon
• Review the LERII monthly forecast for discussion with the FOD
• Submit the Monthly invoice, PMU timesheets, and Monthly forecast to FCDO Lebanon no later than the designated date after the end of each month
• In conjunction with the FOD, provide timely response to any queries by FCDO Lebanon on the invoice and forecast
• Inform DAI immediately approval from FCDO Lebanon is given to forward the monthly invoice to East Kilbride

Selection criteria:

• A minimum of five years’ experience in a similar fast-paced role providing a wide range of finance and operations support to a team. FCDO experience is a plus.

• Previous experience of processing vouchers, payments, and cash transfers, maintaining up-to-date filing systems, monitoring expenditure.
• Experience of coordinating logistics.
• Sound knowledge of accounting principles, systems, processes and good practice, including strong bookkeeping skills and meet deadlines.
• Organized and able to manage multiple concurrent activities.
• Enthusiastic and proactive problem-solver with an ability to think creatively and critically, and to use own initiative to drive processes forward.
• Accuracy, attention to detail, with the ability to work independently and collaboratively as part of a fast-moving high-performing team.
• Excellent interpersonal skills, including a track record of successful coordination and effective working relations with a wide range of stakeholders (e.g. vendors, service providers).
• Proficiency in the effective use of MS Outlook, Word, Excel, and accounting software (Knowledge in QuickBooks is preferable).
• Fluency in English (written and spoken).
• A degree in Accountancy, Finance, Business Administration, or other relevant discipline.

Supervision: Reporting to the Finance and Operations Director.

Main office location: Beirut, Lebanon