Finance and Admin Manager

Job Overview

The Finance and Admin Manager is in charge of Mada’s operations and support functions including Admin, Finance, and Procurement.

The Finance and Admin Manager reports directly to the Executive Director and manages an Accountant, Procurement Officer, and an Admin Assistant.

The Finance and Admin Manager works closely with the Executive Director to ensure the financial health and sustainability of Mada, as well as compliance to the regulations and requirements of the organization, partners, and donors, and abidance to relevant Lebanese laws. The Finance and Admin Manager works closely with programme teams and on budget follow-up, amendments, among other tasks as required by the projects.

The Finance and Admin Manager is based in the Beirut office.

Main Responsibilities

Financial Management and Compliance

• Ensure all proper financial procedures and Mada guidelines are correctly implemented.
• Ensure that account statements and financial reports or donor agencies’ additional requests are produced on time (monthly basis and according to the reporting calendars for external reporting).
• Support Project Managers with the financial execution of the budget and prepare requests for amendments if needed.
• Ensure the compliance with the association and donor agencies procedures.
• Supervise regular operations (data entry and archiving, inventory, bank and suppliers’ reconciliations, cash flow management, contracts with suppliers and consultants, procurement, etc.).
• Supervise official declarations (NSSF, R10, etc.).
• Prepare the annual declaration to the Ministry of Interior and Ministry of Finance including the forecast annual budget and update it on a regular basis.
• Maintain a financial and administrative system for projects.
• Liaise with partners for projects related financial data and required documents.
• Ensure that contracts are in line with the projects budget.
• Manage cash movements, supply the sites (transfers, advances), and the amounts in circulation, specify the payment procedures (bank transfers, cheques, cash).

Follow-up on Laws and Regulations

• Understand and ensure compliance on prevailing taxation laws and regulations.
• Ensure that the reporting performed is in compliance with prevailing laws and regulations of the country.
• Coordinate with the external auditors with regards to audit of annual financial statements and other certifications.
• Compile and submit high quality, timely and accurate financial reports to management and donors as required.

Budget Follow-Up and Development

• Participate in design of budget for new projects, in cooperation with the Executive Director and Projects Coordinators/Managers.
• Review budgets before submitting to donors.
• Update and monitor the global budget of Mada together with the Executive Director.

Procurement

• Support procurement for projects and activities, following standard processes and contributing to the effective procurement of goods and services.
• Support the programme teams to identify potential suppliers and compile data/documents to support the selection of suppliers, ensuring standard processes are followed.
• Prepare Purchase Orders, contracts and any supporting documentation.
• Follow up on issues related to delivered goods, using initiative, liaising with all parties and following standard processes, to ensure timely deliveries.
• Support programme teams with tenders and participate and advise as needed in coordination with the Executive Director.

Knowledge and Skills

• Full adherence to Mada’s mission and vision, as well as Ethics Code.
• 3-5 years of experience working in NGOs.
• Good organizational, coordination and time-management skills.
• Excellent interpersonal and communication skills.
• Fluent in Arabic and English; French is a plus.
• Excellent computer skills.
• Advanced knowledge in accounting.
• Degree in Finance or Accounting; or relevant experience.
• Proactive, dynamic and flexible.