Finance Officer

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity. In close respect to humanitarian principles, PU-AMI promotes humanitarian access and dialogue with all components of the civil society in Lebanon, and delivers assistance based on the needs, regardless of religion, politics and ethnic matters. 

Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises.

PU-AMI in Lebanon has been implementing emergency and recovery projects in Water, Sanitation and Hygiene, in Shelter Rehabilitation, Health and in Livelihood Recovery sectors.

SUPERVISION

Under the direct supervision of

Admin, HR & Finance Manager

under the technical supervision

Finance Coordinator

under the overall supervision

Field Coordinator

in supervision of

Finance Assistant

OVERALL MISSION

1. GENERAL OBJECTIVE

The Finance Officer has to help the Administrative, HR & Finance Manager in all the activities related to finance and cash management.

1. RESPONSABILITIES AND TASKS

Role and Responsibilities                  

1. TREASURY & CASH FOLLOW UP

1. Conduct daily physical inventory of the safe and the petty cash, and report any discrepancies to superior
2. Manage the petty cash;
3.  Regularly go to the bank to withdraw money, in order to insure availability of cash at base level to  prepare and follow up the pay-outs and advances, within established guidelines;
4. Prepare and validate any checks done at base level;
5. Translate all invoices into English;
6. Monitor due dates for payments of contracts;
7. Guarantee security of the cash and confidentiality of information.

2. CASH CARD MANAGEMENT:

1. Check the MoUs received from the program team and ensure the availability of all needed documents
2. Register the information of the beneficiaries in the cash card database before sending any card issuance request to Coordination
3. Register the information of the beneficiaries in the cash card database before sending any payment request to the coordination
4. Archive all MoUs related to the beneficiaries in a proper way.
5. Be responsible of receiving the cash cards from the bank and delivering them to the project manager, and to make sure all supporting documents are signed.

3. FINANCE & ACCOUNTING MANAGEMENT

1. Check, before recording any entry, that the invoices are compliant with PU-AMI regulations and procedures
2. Record all expenses in the excel book on a daily basis, and to properly fill in the information needed (date, accounting code, project, budget code etc…)
3. Participate in the consolidation of budget follow ups and cash forecasts at base level.
4. Participate with the Admin Manager in preparation of new proposals.
5. Prepare the weekly financial forecast of the base, compile it, and send it to the Admin Manager for validation
6. Be in charge of the monthly closing, revision and accounts for the base.
7. Issue vouchers, and to properly archive the invoices and Saga vouchers in dedicated files, as per the donors’ rules and regulations.
8. Collect all invoices included VAT and to issue a quarterly report
9. Prepare the bank reconciliation at the end of each month
10. Prepare the checks payment
11. Check and to be responsible for following up the program payments if applicable (cash for rent, cash for work and minor rehabilitation payments, etc.)
12. Be responsible of the preparation of the annual closing documents for the base.

1. Check the financial report of the partner and inform the Admin Manager in case of any unusual invoices or missing documents.

4. FINANCIAL FOLLOW UP:

1. Check and update the committed expenses every month.
2. Check and close all pending payments every month,
3. Respect the confidentiality of the financial information and not share any information with third parties.

5. AUDIT SUPPORT:

1. Prepare the requested documents for external audit visits (donor and coordination visits).

6. HUMAN RESOURCES MANAGEMENT:

1. 1. In collaboration with the HR department, participate in the recruitment process(es) of staff under his/her line management at base level by participate in shortlisting resumes and conducting interviews;
   2. Brief newly recruited personnel on their roles and responsibilities;
   3. Ensure the adherence of his/her team members to all PU-AMI’s policies, rules and regulations;

1. 1. Ensure the respect and implementation of HR procedures in accordance with PU-AMI’s Policies and Guidelines (i.e. daily management, disciplinary procedures, performance appraisals, leaves management, trainings and capacity building, etc.) in collaboration with the Human Resources department and Field Coordinator;
   2. Monitor and provide objective feedback related to the performance of the staff under his/her supervision (including staff performance appraisals) to promote professional development;
   3. Solve team conflicts and ensure team building and discipline.

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

1. PRIORITIES OF THE DEPARTMENT

QUALIFICATIONS

Mandatory requirements

• Language skills: Fluent in Arabic and English.
• Education degree: University degree in Finance, Accounting,
• Work experience: Minimum 2-3 years of experience in a similar position (NGOs/private companies)
• Knowledge and skills: Good analytical and writing skills
• Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel
• Other:

• Knowledge of humanitarian actors
• Good management and pedagogical skills

• Assets:

• Interests: Strong motivation to help people in needs
• Accounting and finance
• Experience in accountancy software: SAGA

• Transversals skills:

• Well organized
• Ability to take initiative to deal with difficulties encountered in daily work
• Ability to adapt or change priorities according to the changing situation within a mission or the organization itself
• Autonomy, neutrality, hard worker
• Able to manage stress and pressure