Finance and HR Officer

Job description
Finance and HR Officer

REQUIRES A COVER LETTER?: 

yes

APPLICATION SUBMISSIONS GUIDELINE: 

To Apply: Please email a cover letter, resume, and 2 employment references at [email protected]. The deadline for the application is the 2nd of April 2024. 

DESCRIPTION: 

As part of achieving its mission, D4C is seeking a financial and HR officer. The finance and HR officer will be responsible for assisting the executive director in financial and human resources tasks. 

About D4C 

D4C (Design for Communities) is an NGO based in Beirut that empowers designers and professionals from a variety of backgrounds to engage in community projects in different countries. The interdisciplinary platform connects architects, landscape & urban designers, planners, environmental, climate, mechanical & civil engineers through a diverse portfolio of projects operating at the highest levels of innovation in the field.

Our mission is to empower the design community to actively collaborate, engage, learn and implement innovative and sustainable projects to improve the quality of life of the local communities.

D4C targets the upskilling of communities through an inclusive design hub that democratizes a participatory approach. It gives the opportunity for students, fresh graduates and professionals to use their creative and innovative spirit to actively collaborate, design and engage in building sustainable projects for marginalized communities. It thrives to promote and strengthen design at the core of the development of inclusive, empowered and self-sustainable environments for present and future generations.

Our vision is to have an impact driven design hub that develops innovative sustainable community-based programs and projects.

D4C aims at harnessing the power of design and innovation at the crossroads of impact-driven initiatives. It pioneers sustainable development while triggering creativity, problem-solving, curiosity, and motivation for community empowerment. It integrates technology as part of the design strategy to lead both social and environmental projects for marginalized communities.

Finance and HR officer  

Reporting to: Executive director

Responsible for: Financial and Human resources support 

Location: Beirut, Lebanon 

Role description 

Key responsibilities 

Financial and HR support 

Administration, HR and Logistics

Assist in day to day management of personnel and administration to support the NGO.

assist in developing and implementing D4C’s policies and procedures

assist in Human resources tasks, recruitment process and monitoring the performance of staff and volunteers 

Maintain a reference filing system for hard copy registry and electronic filing on the NGO drive.

Prepare all branch correspondences, minutes of meetings, emails, official letters, invitation cards, translations etc.

Manages calendars and appointments  

Prepare and develop status reports as required by management

Ensure proper filing of documents

Assist in preparing MoUs and contracts

Assist in monitoring and evaluation of grants and projects

Responsible for the procurement, storage, accounting and maintenance of equipment and material to support the NGO operations.

Responsible for the control and maintenance of facilities controlled or used by the NGO.

Follow up procurement system and procedures for equipment, supplies and services to support the activities in accordance with D4C procurement regulations & procedures.

Keep a record of all Purchase Orders (POs).

Create and maintain an inventory of supplies and initiate order and follow up accordingly, anticipate needed supplies, place and expedite orders for supplies; verify receipt of supplies

Make changes to increase efficiency and optimize the utilization of resources in the workplace

Assists in procurement process 

responsible for all logistical arrangements 

Financial support 

Prepare Yearly Budget Plans submitted to Ministry of Interior Affairs

Responsible for the closure of monthly reports.

Plan properly expenditure tracking of financial resources

Advise and assist the board in budget preparations and revisions

Ensure compliance to Ministry of Finance Rules and Regulations, as well as, to internal control procedures for all financial activities and transactions - Reviewing financial reports provided and ensuring the eligibility of the payments: Auditing all type of payments including invoices, receipts, payrolls, cut wages, and non-resident taxes… and make sure the compliance of all payments with the local regulations and back-donors requirements.

Constantly checking statement of accounts and follow up suppliers’ payments.

Prepare monthly VAT report and its supporting documents.

Scan and file the accounting documents and enter the accounting pieces in the accounting software (invoices - receipts)

Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.

Preparing the projects' budgets 

Monitoring & Evaluation - Monitoring budgets and levels of spending (analysis of plans of action with the team and reallocation of funds when needed).

Handling of petty cash/delegation running costs.

Providing support for projects’ audits.

Payrolls and Payments

Prepare financial reports (intermediate and final) as per donor’s requirements.

Other tasks assigned by the executive director  

Required qualifications 

Minimum qualifications 

Bachelor’s degree required, preferable in a field related to financial management, NGO and business management, HR management or relevant fields.

Experience 

1 year of experience working in the financial sector with preferably prior experience in the humanitarian/NGO sector.

1 year of experience working in the administrative and/or HR sector with preferably prior experience in the humanitarian/NGO sector.

Experience in preparing and monitoring budgets, cash flow statements, financial reports and financial plans, administrative and Human resource tasks. 

Experience of working with a team of volunteers and/or staff.

Knowledge 

Knowledge of finances and HR and management

Knowledge of the NGO financial management in Lebanon and other countries of the MENA region. 

Practical skills 

Experience with handling administrative assignments

Experience in preparing budgets, cash flow statements, financial reports and financial plans

Ability to monitor budgets and plans

Knowledge and experience of accounting 

Excellent networking and facilitation skills

Knowledge and experience of HR processes

Full proficiency in Microsoft Office and advanced proficiency in excel

Capacity to maintain relationships and communications in a multicultural environment. 

Ability to coordinate multiple parallel processes with potentially conflicting deadlines. 

Proven ability to provide oral and written translation from Arabic to English and vice versa.

Strong ability to creatively communicate in written and spoken English and Arabic, third language is an asset, particularly French.

Personal qualities 

Leadership skills and interpersonal skills. 

Ability to work as a team manager and colleague in an international and multicultural environment. 

Self motivated, ability to take initiative and work independently. 

Open-minded, willing to learn and onboard and drive change.

Able to work under tight deadlines with a problem-solving mentality

Strong organizational skills

Ability to be flexible, resourceful and innovative in a variety of situations.

Displays honesty, integrity, and a strong sense of values and ethics in all actions and decisions. 

Adaptable to different working conditions, including working under pressure and tight timelines.

Team player. 

Understanding of and acceptance of the fundamental principles of D4C. 

Ability to work within and team and coordinate with all D4C teams.

Terms and conditions 

The position is a part time job for a three months probationary period, may be offered a longer term, and is renewable on mutual agreement. 

• The salary will be paid on a monthly basis. 

• The position is based in Beirut, Lebanon. 

• Working hours will depend on the tasks at hand and will be agreed upon by both parties. The successful candidate must be willing to work extra hours and on weekends, when necessary. 

The successful candidate is expected to start working by the beginning of May 2024.