Accountant and Administrative Officer

A. Responsibilities

The Accountant and Administrative Officer is responsible for:

• independent bookkeeping in the Rule of Law Programme Middle East / North Africa Office of the Konrad-Adenauer-Stiftung (KAS)
• supporting the Director in ensuring that the financial administration functions well in accordance with KAS standard procedures
• assisting the Director in financial planning and monitoring of funds
• effectively coordinating with the staff of the finance team at KAS Head Office
• assisting the Director in preparing contracts
• procuring IT materials for KAS office

 
B. Tasks
The Accountant and Administrative Officer performs the following tasks:

1. Financial services

The Accountant and Administrative Officer :

• performs independently the accounting of KAS in accordance with KAS rules and regulations
• is responsible for the cash box and carries out accounting tasks using KAS accounting software (FAV2)
• follows up on the inventory and updates existing lists
• checks the vouchers and receipts submitted by the projects/programmes for completeness and allocation to cost units and categories, and corrects these where necessary 
• reports all problems with financial administration and compliance without delay to superior
• calculates honoraria/salaries of staff
• calculates travel expenses
• assists the Director in monitoring income, expenditure and the monthly bank reconciliation for office
• assists the Director in monitoring real accounts (payables, receivables) 
• supports the Director in preparation of monthly and annual budgets and monitors deviations

2. Office work and services 

The Accountant and Administrative Officer:

• procures IT  materials and equipment locally, monitor markets, issues tender requests and processes orders in accordance with KAS regulations
• updates the visitor list on a monthly basis on FAV2
• follows up on KAS office library and keeps inventory lists updated and properly filed in FAV2
• follows up on purchased equipment and keeps inventory lists updated and properly filed in FAV2
• supports the Director in preparing necessary documents related to residency or business travels (i.e. visa and residence permits, work permit etc.) 
• documents and files properly completed orders
• supports in planning, holding and documenting meetings, workshops, seminars and other events
• supports in arranging programmes for visitors, making travel arrangements such as booking tickets, flights, hotel reservations, transport etc..)

3. Phone and reception services

The Accountant and Administrative Officer:

• assures presence at KAS Office Beirut
• answers and accepts phone calls and messages and/or forwards them accordingly
• registers documents and organizes incoming and outgoing correspondence (fax, emails, packages and personally delivered messages)
• ensures that visitors are comfortable by offering newspapers, refreshments etc.
   

4. Other duties/additional tasks

The Accountant and Administrative Officer:

• is responsible for filing all documents related to the accounting and the administration part in accordance with KAS rules
• prepares monthly payments for Social Security and Income tax related to all National Personnel NP [B1] 
• follows up sales tax matters with the KAS auditor and the concerned ministries and institutions
• supports the Director in preparing consultancy/consultant and partner contracts 
• performs other duties and tasks at the request of management

 
C. Required qualifications, competences and experience
 

1. Qualifications

• BA in accounting,finance, auditing or similar area
   

2. Professional experience

• at least 5 years’ professional experience in a comparable position
   

3. Other knowledgeandcompetences

• in-depth knowledge of accounting software and report analysis   
• good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• confidential handling of data and information
• ability to work in a team, good communication and interpersonal skills
• ability to meet deadlines, to work independently in a high volume environment with minimal level of supervision
• very good knowledge of English and Arabic
• knowledge of German is an asset