Finance and Operations Manager – Lebanon (Syria + Jordan)

Job Purpose

The Finance and Operations Manager contributes to the effectiveness and impact of the programme by overseeing sound financial management and operational practices. The post holder will work closely with budget holders to ensure that grant management and donor reporting are of a high quality, with the Finance Business Partner HQ and with the Country Director to ensure effective management of the overall budget. The post holder will also support and advise Country Director to establish and maintain robust operational procedures, including HR systems and security procedures and protocols. Based in Beirut, this position also has responsibility for the financial and operational management of the Beirut office. The post holder will ensure that Alert’s overall finance and administrative systems and procedures are sound and compliant.

Duties and Responsibilities

Oversee programme financial management

• Supporting finance staff, including functional supervision of Finance and Admin Officers in Country Office.
• Overseeing the development of and compliance with programme financial and procurement manuals, and international accounting good practice
• Reviewing and processing office accounts, advising on areas for improvement in close coordination with the Finance & Admin Officer. Oversee petty cash and monitor bank accounts (including reconciliations);
• Overseeing and supporting financial grant reporting in line with the requirements of donors, Alert and international good practice.
• Support the Country Director in the annual budgeting process (forecast & reforecast), as well as other periodic analysis of programme accounts;
• Maintain the programme’s staff funder (salary planner) to sustain staff and identify any potential gaps
• Ensure to have an up to date finance and procurement manuals;
• In close coordination with Line Manager, and other members of the team, review relevant programmes’ internal systems and procedures to contribute to ongoing capacity building and improving standards;
• Maintain an understanding of the overall financial picture of the programme – including matched funding requirements – and communicate this to the Country Director and the Finance Business Partner
• Work closely with the Finance Business Partner who provides support to country offices and provide a monthly updates and quarterly overview of projects and overhead recovery.
• Liaising with managers and finance team (in-country and HQ) to ensure that financial information provided is reliable, timely, accurate, meets business needs and supports continuous improvement
• Ensure Alert’s tax payments and other statutory obligations are administered in accordance with Lebanon law;
• Ensure that all expenses are authorized and efficiently processed

Ensure effective grant management support is provided to the programme team

• Work with budget holders to ensure that expenditure is incurred and monitored in accordance with the deliverables explained in the project proposal and contracts.
• Ensure monitoring budgets are updated, accurate and available to all.
• Support budget holders in understanding key compliance issues surrounding grant funds that they receive.
• Ensure direct and functional reports have the support and capacities needed to provide effective grant management support to budget holders.
• Oversee all grant auditing processes.
• Assist in budget design for new proposals and budget revisions, and share them with the Finance Business Partner for review and support on RAM.
• Induction and training to project staff on Alert finance and operations policies, procedures and systems

Support the team with management of sub-grants and partner relations

• Support project managers in evaluating partner capacities and concluding appropriate contracts / reporting methodologies.
• Oversee compliance with Alert and donor requirements relating to sub-grants and partner relations (including partner financial assessments and sub-granting agreements).
• Maintain effective links with key partners and donors as required on a range of matters.
• Review partner financial reports, check for accuracy and completeness.
• Build capacity of partners as required on financial, compliance and administrative matters.

Support the Country Director to ensure effective operational management of the programme

• Support Country Directors and finance/operations staff to ensure policies and procedures relating to security, HR and other operational functions are up to date and compliant with local laws.
• Oversee regular salary benchmarking for country offices, in partnership with the central HR team.
• Provide induction briefings and regular staff updates on Alert’s HR, security and IT policies.
• Flag any areas of concern to the Country Director and Finance Business Partner, in particular challenges related to salaries and operational costs and overheads.

Manage Alert’s ‘hub’ office in Beirut

• Monitor Lebanese Labour Law and recommend any changes to the Country Director.
• Liaise with Alert’s lawyer to ensure Alert is fully compliant with relevant local regulations.
• Oversee the maintenance of complete personnel files and adherence to HR policy.
• Ensure that the office is safe, well-managed and welcoming.
• Coordinate inductions, briefings, trainings of staff.
• Coordinate the development, monitoring and regular updating of Alert Lebanon’s security plan.
• Monitor the security situation and keep colleagues up-to-date.
• Monitor staff movements when travelling on Alert business and act as the security focal point.

Management and cross cutting support to the programme and Alert more broadly

• Line manage and support finance and operations staff and consultants in Beirut and supervise the finance manager in Tunis.
• Provide advice and information, guidance and learning opportunities to other team members in relation to financial and operational issues, as required.
• Act as a resource to the team on relevant issues financial and operational issues including co-financing, exchange rates, donor compliance, partner management and help them anticipate and resolve problems that may arise.
• Contribute as required by the Finance Business Partner to the development and implementation of Alert’s financial and administrative systems and on issues of quality, collaboration and knowledge management.
• Take part in the internal audit team under the leadership of the Chief Finance Officer.
• Contribute to developing the Programme knowledge base, specifically in relation to financial and operational issues, and to sharing of knowledge internally and externally;
• Liaise and collaborate with other Alert teams as needed.

Travel requirements

This position is based in Beirut – Lebanon

                                                                                                                                       Summary Terms & Conditions

Annual Salary Competitive annual salary based on our salary scale for Lebanese nationals

Benefits Private Medical insurance and NSSF

Leave entitlement 25 working days per year plus Lebanon statutory holidays.

Working hours  Full time staff are expected to work a standard 40 hours per week,  a maximum of 48 hours per week, with some flexibility around start and finish times to be agreed with the line manager. All staff are required to work core hours 10am – 4pm.