Finance & Admin Officer (50%)

 Overall goal and Main Tasks:

A. Ensure an adequate, orderly and efficient accounting and financial management of the projects according to related rules and guidelines of Helvetas Lebanon (including rules of Helvetas Swiss Intercooperation) (20%)

1. Supporting the programme manager in yearly budgeting & phase budgeting (contract amendment, Banana accounting system export)
2. Maintaining accounting records/booking into Banana Accounting Software - E banking - preparation of payment transactions/orders and 1st signature, VAT exemption, Cash Flow planning and monitoring and Monthly Funds Request) for all the budgets managed by Helvetas Lebanon
3. Preparing monthly, all documents requested to prepare the monthly consolidation
4. Managing all bank transactions including cash flow from HSI head office (Bank Reconciliations –Cash Control – Monthly).
5. Support the finalization of financial statements and consolidation for Helvetas Lebanon according to the requirements of Lebanon government
6. Make sure that all financial documentation and procedures in and aroundthe programme lebanon are correct. Any irregularities or doubts have to be informed to the programme manager immediately.
7. Keep contact with the bank for clarification, information & follow-up the money flows & transfers.
8. Prepare the paperwork for salaries for the project staff.
9. Prepare paperwork for staff personal income tax and make related payments to the tax department.
10. Prepare and facilitate annual audits with the selected audit company once per year according to the regulations of Helvetas Lebanon.
11. Introduce Helvetas lebanon administrative and financial processes, rules and regulations that relevant for project staff, and when relevant to local consultants and partners
12. Preparing administration - Working Contracts, ToRs, timesheets and communication with Payroll Company

B. Administrative organization, and logistical services of the project delivered according the Helvetas Lebanon guidelines and needs of the programme manager (30%)

1.  Ensuring efficient delivery of administrative and logistical services of the programme according to the rules and procedures of Helvetas Lebanon and need to the programmes manager.
2. Arranging the process of inventory of permanent assets and other assets belonging to the Project,
3. Ensures the alignment of the project’s financial and administrative operations follow the Lebanon national rules and regulations
4. Taking care of the Helvetas Lebanon offices and organising logistic supports to the programme manager for the need of the programmes (workshops, mobility,)
5. Draft Administrative and HR-related Orders and Memos and register incoming and outgoing correspondence and maintain correspondence filling system. Provide for translations and correspondence for the programme.
6. Responsible for registration of incoming and outgoing correspondence.
7. Perform any other duties as assigned by the programme manager for the effective implementation of administrative and logistic tasks.

C. Supporting the procurement and contract process according to Helvetas Lebanon guidelines (service providers, consultant, partners, etc) (20%)

1. Support and control the procurement process of consultants, and the management of agreements with the project partners check service contracts and project partnership/grant agreements prepared to ensure they are in compliance with Helvetas Lebanon procedure
2.  Monitor service and project contract expiretion dates and advise the project staff accordingly.
3. Verify Terms of References (TORs) and Budget Forms from consultancy contracts.
4. Contributing to the Risk analysis of potential partners, member of Evaluation committee, commenting/approving of draft contracts.
5. Partner financial monitoring, including visits to partners

D. Effective business communication with service providers and partners and reporting/ communication assistant (10%)

1. Coordinate and supply needs for conferences, workshops, seminars, and other events.
2. Communication with national agencies on visa and other issues based on needs.
3. Assist the Programme Manager with developing information materials (design and printing)
4. Promote Helvetas Lebanon in updating of HELVETAS website, social media
5. Assist the programme manager in day-to-day administrative/logistic tasks (letter etc,)

E. National governmental requirements: taxes, VAT, the National Social Security Fund (NSSF) (20%)

1. Proceed with taxes payment to the Ministry of Finances (MoF), reclaiming VAT and any related matters
2. Proceed with payment to the National Social Security Fund (NSSF) and any related matters
3. Procced with the institutional annual declaration to the MoF…

Reports to: Country Programme Manager Lebanon 

Education

Bachelors’ degree in Accounting, Finance, Financial Management, or related field

Advanced training

Knowledge of modern accounting methods and financial management, including electronic book keeping, auditing practices, program budget planning,

Competences and Experience

• Min 2  years’ experience working in financal management and/or financial administration
• Work in iNGO or local NGO environment;
• Basic knowledge in budgeting and donor financial reporting
• Basic knowledge of Lebanese applicable laws especially labor law
• Ability to oversee multiple tasks whilst prioritizing effectively (from accounting ,administrative and communication)
• Accuracy and attention for details
• Guiding and supervision of finance and administrative assistance; basic HR management; team building & knowledge transfer
• Able to plan and implement own work
• Ability to work independently, responsibly and with minimal support
• Knowledge of ICT and computer applications, experience in accounting software
• Communication design