Part Time Finance, Logistics & Admin Officer– Lebanon

Job Title: Part Time Finance & Admin Officer – Lebanon

Reports to: Finance and Operations Manager - MENA

Job location: Beirut - Lebanon

Grade and level: 4.2

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

Contract Duration: Until 31 July 2024 (with the possibility of extension)

Duties and Responsibilities

Office Finances:

Maintaining office accounts in accordance with Alert’s finance systems and donor requirements (e.g. a basic cashbook and/or petty cashbook);

Carrying out institutional payments and other statutory obligations such as income tax, NSSF in accordance with Lebanese law as required;

Producing monthly and quarterly financial reports;

Producing expenditure forecasts as required;

Ensuring that all expenses are authorised and efficiently processed;

Overseeing petty cash;

Supporting the implementation of sub-contracting agreements, partner financial assessments and support to NGO partners in the management of funds;

Ensuring financial reports are compliance with legislative and donor and Alert requirements (including project audits).

Office Administration Systems:

Implementing and monitoring compliance with relevant policies and systems (e.g. procurement policy, office health and safety policy)

Managing and maintenance of the office to ensure full and consistent functioning (e.g.: keeping office supplies in good order; ensuring that the rental agreement is kept up-to-date and facilities such as water, electricity, AC units, telephone and internet systems etc. are maintained and functional; managing contracts for cleaners and maintenance, etc.).

Negotiating best value for money contracts with suppliers and office insurance policies;

Managing computer equipment, office supplies and other project assets;

Maintaining an inventory of all Alert assets;

Ensuring that communication systems are in good working order;

Provide briefings on Alert’s IT policies, systems and procedures and ensure compliance;

Work with Alert’s central team to ensure files are updated on Alert’s central filing system

Legal support:

Leading on the registration of new staff with NSSF and Income tax.

Follow up with lawyer on working permits for expats and staff registrations

Human Resources

Co-ordinating briefings and inductions of new staff and consultants;

Supporting Alert Lebanon compliance and best practice in HR practices;

Support to Finance and Administration Manager with all aspects of HR management;

Monitor Lebanese Labour Law that are relevant to INGO work and recommend any changes to HR policy to the Head of Office as appropriate

Travel requirements:

The post is based in Beirut with potential travel in the MENA region.

                                                                              PERSON SPECIFICATION

Talents

At Alert, we have introduced Talent Management to our business model as we believe talented people are crucial to the success of our work.  We believe all individuals are talented and success comes in matching the right talents to the right roles.  For this role, the skills, qualifications and experience listed below are important, but we believe that to be great in this job you are likely to have a talent for building and sustaining strong working relationships.  This will enable you to build friendly relationship with highly committed colleagues and manage expectations. At the same time you will need to combine being well organised in your thinking and work, with being flexible enough to meet the different kinds of demands and challenges you will face. We expect you to be enthusiastic about the organisation’s mission and work but also allied to the calm ability to juggle several balls at the same time, have an appreciation of working in a multi-cultural environment, and be equally comfort with the big challenging tasks and the small, mundane ones.

These are the talents we will be looking for above all else.

                                                                             ESSENTIAL REQUIREMENTS

Qualification in accountancy /administration

At least 3 years’ experience in finance and admin management for an NGO project/office in Lebanon

Management of funds from international funders

Fluent in Arabic and English, and communicates clearly and effectively

Supervision, organization and monitoring of project logistics

Demonstrates the ability to take the initiative

Excellent knowledge of Microsoft Office applications, Excel and Word

Good team member

Ability to work evening and weekend hours when necessary

Enthusiastic to be part of a new and growing project and understands the ideals and vision of Alert

Very well organised

Proven knowledge and understanding of programme cycle management, information management and reporting

Strong analytical skills

A clear commitment to the mission and vision of International Alert

Demonstrable community and understanding of safeguarding issues and policies.

Demonstrable commitment and understanding of data protection and data security issues

DESIRABLE REQUIREMENTS

Understanding of Lebanon’s legal requirements for NGO management

Management of relationships with partner NGOs

SUMMARY TERMS AND CONDITIONS

Annual Salary

Competitive annual salary based on our salary scale for Lebanese nationals

Benefits

Private insurance and NSSF

Leave entitlement

12.5 days per year plus Lebanese statutory holidays

Notice period

One month on either side

Working hours

Part time staff are expected to work a standard 17.5 hours per week (excluding the 1 hour lunch break), 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.