Finance Officer

Background of the organization

ALEF – act for human rights is a Lebanese non-profit, non-partisan human rights watchdog organization that works on documenting, and promoting human rights violations and values in Lebanon. ALEF seeks to strengthen the respect and fulfillment of human rights as a cornerstone of social, economic, and political development. By embracing a comprehensive approach to monitor, defend, and educate on human rights, ALEF aims to complement and gear all efforts towards the achievement of an influential human rights constituency, and the realization of durable peace.

Background of the Position

This position supports the management and the Board of Directors by providing budgeting, financial controlling, and reporting services, along with strategic financial outlooks to inform decision-making. It involves managing grants and subcontracts from various funders, ensuring compliance and optimizing fund use. The role also supports the program team in implementing their initiatives and handling their budgets to align with organizational goals. Responsibilities include all accounting and finance functions, maintaining banking relationships, managing payments, and conducting financial audits. Ensuring transactions align with budget lines and adhere to financial guidelines is essential. The finance officer also ensures the implementation of ALEF's financial guidelines and procurement policies, maintaining organizational financial integrity and efficiency.

1. Accounting Tasks:

1. Recording Transactions:

• Record all financial transactions accurately in the accounting system, including income, expenses, assets, and liabilities.
• Ensure proper coding and classification of transactions according to the chart of accounts.

2. Reconciliation:

• Reconcile bank accounts, credit card statements, and other financial accounts regularly to ensure accuracy and identify discrepancies.
• Investigate and resolve any variances or discrepancies in a timely manner.

3. Accounts Payable:

• Process invoices and expense claims for payment.
• Verify invoices for accuracy, proper authorization, and compliance with organizational policies.
• Prepare and process payments to vendors and suppliers, ensuring timely and accurate disbursement.

5. Payroll Processing:

• Prepare payroll calculations, including salaries, wages, taxes, and deductions.
• Ensure compliance with payroll regulations and tax laws.
• Process payroll payments and maintain payroll records.

6. Fixed Assets:

• Maintain records of fixed assets, including acquisition, depreciation, and disposal.
• Perform periodic physical asset inventories and reconcile with accounting records.

1. Payments Tasks:

1. Expense Management:

• Review and approve employee expense reports, ensuring compliance with expense policies and guidelines.
• Process reimbursements for approved expenses in a timely manner.

2. Vendor Payments:

• Initiate payments to vendors and suppliers through electronic funds transfer, checks, or other payment methods.
• Coordinate with vendors to resolve payment inquiries or issues.

3. Tax Payments:

• Calculate and remit tax payments to relevant tax authorities, including income tax, sales tax, and payroll taxes.
• Ensure compliance with tax filing deadlines and reporting requirements.

4. Contract Payments:

• Manage payments related to contracts, grants, and agreements with external parties.
• Verify contract terms and conditions to ensure accurate and timely payments.

5. Donor Acknowledgments:

• Prepare and send acknowledgment letters or receipts to donors for contributions received.
• Maintain accurate records of donations for reporting and compliance purposes.

6. Cash Management:

• Monitor cash balances and liquidity needs to support payment obligations.
• Optimize cash flow by managing payment timing and scheduling.

1. Budget Management:

• Prepare and monitor annual budgets in collaboration with program managers and executive leadership.
• Track expenses, revenue, and variances against budget projections.
• Provide regular budget reports and analysis to stakeholders.

1. Financial Reporting:

• Prepare accurate and timely financial reports for internal and external stakeholders, including funders, board of directors, and regulatory authorities.
• Ensure compliance with accounting standards and regulatory requirements.
• Maintain financial records and documentation in accordance with organizational policies and procedures.

1. Cash Flow Management:

• Monitor cash flow and liquidity to ensure operational needs are met.
• Forecast cash flow projections and recommend strategies to optimize cash reserves.
• Coordinate banking activities, including deposits, withdrawals, and reconciliations.

1. Grants and Funding Management:

• Assist in the preparation of grant proposals and funding applications.
• Manage grant budgets and reporting requirements.
• Ensure compliance with grant terms and conditions.

1. Financial Analysis:

• Conduct financial analysis to support strategic decision-making.
• Identify trends, opportunities, and risks in financial performance.
• Provide recommendations for improving financial efficiency and sustainability.

1. Audit and Compliance:

• Coordinate annual audits and liaise with external auditors.
• Implement internal controls to safeguard financial assets and ensure compliance with regulatory requirements.
• Address audit findings and implement corrective actions as needed.

1. Donor Relations:

• Build and maintain positive relationships with donors and funding partners.
• Provide financial information and reports to donors as required.
• Ensure transparency and accountability in financial stewardship.

Qualifications:

- Bachelor's degree in Accounting, Finance, or related field.

- Proven experience in financial management, preferably in the non-profit sector.

- Strong analytical and problem-solving skills.

- Excellent attention to detail and accuracy.

- Proficiency in accounting software and Microsoft Excel.

- Knowledge of non-profit accounting principles and regulations.

- Strong communication and interpersonal skills.