Finance & Administration Officer

General Description of PACES:

PACES is a UK based charity established in 2006, with the aim of providing healthy, structured after-school sports programs for Palestinian girls and boys ages 6-16 years living in refugee camps and most marginalized areas in Palestine, Jordan, and Lebanon. Through its core sports for development program, PACES provides children with multiple educational benefits to help them thrive in their own communities. PACES also builds local capacity by training and hiring leaders in the local communities as coaches to deliver the sports programs, and partnering with local clubs and sports centers to facilitate the outreach and delivery of the program.

Since establishment, PACES has served over 30,000 children, 2,000 young female and male coaches, and over 100 local sports clubs. All PACES programs promote gender equality, and have successfully reached and maintained a 50% female participation rate.

PACES is an equal opportunities employer, and prohibits any distinction or discrimination based on nationality, race, ethnicity, tribe, gender, religious beliefs, political opinion, socio-economic status or disability. This policy applies to all HR practices within the organization. Hiring decisions are based only on qualifications, merit, and organizational needs.

General Description of the Role:

The Finance & Administration Officer will be responsible under the supervision of his/her line manager for budgeting, financial reporting, projecting cash flows. He/she will play an essential role in the application and compliance of PACES financial and administrative systems, and therefore to the achievement of PACES strategic and long-term objectives. The Finance & Administration Officer will work under the supervision of the Regional Finance & Administration Manager, and in cooperation with Regional HR & Administrative Coordinator, Lebanon Country Manager and Lebanon program team.

Roles & Responsibilities:

Financial:

1. Data entry of daily transactions on the accounting software (BISAN)
2. Review expenses supporting documents eligibility (Invoices, Contracts, Payments, Receipts, etc.)
3. Prepare monthly bank and cash reconciliations
4. Maintain proper filling for the account entries
5. Oversee all financial, and project/program accounting, and provide feedback and required information
6. Reconcile and monitor cash and bank balances to ensure sufficient funds are always available depending on the program needs
7. Initial review of program budget submissions by Lebanon Country Manager and ensure that all budgeted items are within the approved general budget per category
8. Prepare PACES Lebanon monthly budget
9. Prepare checks and transfers, and follow up on its execution and documentation
10. Comply with deadlines and reporting dates
11. Lead the annual audit process, and liaise between external auditors and the Regional Finance & Administration Manager and assess any changes necessary
12. Assist the Regional Finance & Administration Manager to prepare the annual budgeting and financial planning process and review all financial plans and budgets
13. Assist in implementing all necessary organizational policies and accounting practices
14. Contribute to improving the finance and administrative policies and procedures
15. Control of salary payments to staff, including social security and tax liabilities.
16. Maintain a filing system for program beneficiaries’ documents and the daily accounting transactions
17. Maintain a documented system of financial /accounting policies and procedures.
18. Other duties as assigned by the direct supervisor

Administrative:

1. Lead the procurement procedures in coordination with the Regional HR & Administrative Coordinator
2. Manage the office’s logistical needs
3. Monitor office activities to ensure effective use of resources.
4. Manage the office budget, maintenance schedules for supplies, equipment and technological systems.
5. Prepare a tracking system for asset management, procurement, and financial procedures
6. Follow up on staff attendance and their annual leaves in coordination with the Regional HR & Administrative Coordinator
7. Maintain an archive system for employee files in coordination with the Regional HR & Administrative Coordinator
8. Support and coordinate staff transportation logistics
9. Carry out any other duties as requested by the Regional Finance & Administration Manager or Lebanon Country Manager.

Required Skills & Qualifications:

1. Bachelor’s degree in accounting or finance from a recognized university
2. Minimum 3 years of relevant experience in accounting or finance
3. Previous work experience with an international NGO is a plus
4. Experience with BISAN accounting software or a similar accounting software
5. Very strong organizational skills
6. Ability to manage a varied and changing workload
7. Ability to work as part of a team and to build strong working relationships
8. Fluency both in written and oral English and Arabic
9. Excellent interpersonal and communication skills (written, oral, cross-cultural)
10. Excellent Microsoft Office skills