Finance & Compliance Officer (National Contract)

1. GENERAL INFO

Position Title:              Finance & Compliance Officer (National Contract)

Duty station:                Beirut with visits to other bases in Bekaa and Akkar

Reporting to:               Finance Manager

Collaborating with:    Finance Coordinator, Finance Officers, relevant Support (HR, Log & Proc) and Program Officers

Starting date:              18-11-2024

Contract Type:            Fixed Term Contract

Contract Length:        12 months (including 3 months’ probation period)

2. OVERALL RESPONSIBILITY

The Finance & Compliance Officer is responsible, under the management of the Finance Manager and in collaboration with the rest of the finance team, for the tasks associated to the administrative & financial implementation of Projects funded by the EU, UN-OCHA, AICS EDU AID, AFD, DANIDA, etc., and for the operational duties as per the internal regulations of We World. It is crucial for the Finance & Compliance Officer to have at least 3 years of experience with NGOs operating in Lebanon, in an Officer role, with a clear understanding of NGOs and donors rules in order to make sure that processes and documentation (for both We World and local partners) are compliant with internal and donors’ regulations.

3.  KEY RESPONSIBILITIES

General Administration and Accounting

• Master the accounting system registering transactions as per payment authorizations and approved budgets, importing and exporting needed reports, in a timely and accurate manner.
• Manage assigned cash and bank accounts (including the safe box) as per internal rules and regulations, making sure they are reconciled on a periodical basis (at least monthly), including the disbursements of advances/petty cash given to field staff, and prepare the monthly accountancy closure.
• Laise with Tax and Labour Consultant for the submission of periodical declarations, requests (VAT exemptions/reimbursements, etc.) and related payments to MoF, NSSF, and any other relevant governmental institution.
• Ensure the proper transfer of administrative & financial-related information & documents among bases, and the coordination with the relevant departments to make sure that duties are timely and accurately completed.
• Execute payments through the financial institution (bank, money transfer, etc.) after approval of the Finance Coordinator and any other relevant staff as per internal regulations.
• Collaborate with HR colleagues for the payment of HR related documents (payroll, insurance, taxes, etc.) and prepare the allocation tables based on the monthly staff allocation.
• Collaborate with Log & Proc colleagues for the allocations of premises costs, fleet, etc. as per apportionment and projects’ monthly allocations.

Archiving and Compliance

• Manage the archiving of administrative & financial documentation in compliance with the legislation in force, with We World regulations, and with donor’s requirements, ensuring its accuracy and completion.
• Ensure that all supporting documents (invoice, payment authorizations, receipts, proofs of payments, etc.) are archived and linked to the transaction code.
• Ensure on a periodical basis, that accounting files are complete, well archived, maintained, and scanned in accordance with WW-GVC’s and donors’ requirements.

Auditing Processes

• Provide the needed supporting documents when an audit (internal or external) is launched, and the Finance Manager shares the list of transactions to be collected.
• Collaborate with the Finance Coordinator and the Finance Manager to ensure the audit process is properly coordinated and the deadlines with the auditor are met.

Budgets Follow Up and Reporting

• Contribute to the preparation of monthly Budget Follow Up (BFU) by extracting reports, updating the forecasts for the parts related to Admin, HR & Finance, verify allocation of expenditures, and in coordination with the Finance Coordinator and Finance Manager liaise with Project Managers for the periodical revision of the BFU.
• Contribute to drafting financial reports, in coordination with the Finance Coordinator and the Finance Manager, as per internal and donors’ regulations.

Partners’ Follow-Up

• Support the Finance Coordinator and Finance Manager in the projects’ partners follow-up, as per rules set in the agreements, receiving their financial reports, revising the list of transactions, the supporting documents, and importing them in the accounting system.
• Participate with the Finance Coordinator and Finance Manager in Spot-Checks to local partners, to ensure that they are following the agreed procedures and are properly preparing the documentation as per specific donors’ rules and regulations.
• 4. REQUIRED SKILLS AND QUALIFICATIONS
• Educational Background:               Bachelor in Finance and Accounting, Business Administration, or any other relevant field
• Position Experience:                       At least 3 years’ experience in Finance and Accounting
• Humanitarian Field Experience:   Preferable previous experience with NGOs
• Languages:                                        Fluent in Arabic and English
• Driving license:                                Preferably but not mandatory