Administrative, Hr & Finance Manager

I. GENERAL OBJECTIVE The Administrative, HR & Finance Manager will be responsible for the management and implementation of the overall administrative, finance and human resources tasks at base level. The Administrative, HR & Finance Manager will work under the supervision of the Administrative & Finance coordinator, the HR Coordinator and the Field Coordinator in Beirut. The Administrative, HR & Finance Manager position‘s major objectives are to properly achieve the following global tasks: - Ensure the local legislation is respected and that a legal framework is established in close collaborations with the HR Coordinator; - Support the HR Coordinator in defining and implementing the National HR policy - Ensure application and respect of accountability and financial procedures; - Ensure the overall good maintenance of accounting books and system; - Ensure the good use of funds according to PU-AMI and donor guidelines; - Control the accountancy, the budget affectations and ensure financial follow up of the base; - Ensure the operational management of the team placed under his/her responsibility; - Guarantee the correct implementation of HR policy in the base  Ensure smooth and regular reporting on his/her activities towards his/her line manager;   II. RESPONSABILITIES AND TASKS   1. FINANCE & ADMINISTRATION MANAGEMENT   1.1 Accountancy management  4 Validate spending commitments and any purchase on the base;  4 Supervise financial operations and their appropriate use; 4 Follow up all transactions posted in the accounting Saga 4 Ensure specific bank procedure and relative documentation; 4 Do the month-end closing for the base (budget codes, invoices, validation...); 4 Prepare bank reconciliation statements for each month-end closing, in order to keep track of the balances; 4 Prepare monthly and annual financial reports; 4 Make recommendations for update of financial policy & procedures; 4 Be responsible for documentation (i.e. update of written procedures) and dissemination among the relevant employees (training), in collaboration with the Admin & Finance Coordinator       1.2 Cash Management · Do a cash inventory at the end of each week  4 Analyze the base cash situation at the end of each week, and find proper and quick solutions when needed (cash shortage) 4 Analyze the inter-bank transfers at the beginning of each week 4 Regularly check the base cash box  4 Ensure the security of the transfer and holding funds. 4 Ensure that the cash handling procedures is implemented and respected.   1.3 Finance Management 4 Ensure the calculation and payment of NSSF (social security) and income taxes via Ministry of Finance (monthly and yearly) as well as all other annual declarations to Ministry of Finance 4 Supervise and check the VAT quarterly report before sending to Coordination 4 Ensure monthly budgetary monitoring of projects; 4 Know and use donors' reference guidelines; 4 Control monthly expenses and forecast budget  4 Contribute to the preparation and draft of new budgets in collaboration with the different departments 4 Help preparing the external financial reports for financial sponsors, in collaboration with the Administrative, HR and Finance Coordinator   2. HUMAN RESOURCES  2.1 Team management 4 Support his/her team in the fulfillment of their duties; 4 Report to his/her line manager problems and/or concerns on technical issues; 4 Train his/her team on the Admin, HR and Finance components 4 Solve team conflict, if any, and ensure team building 4 Support his/her team in improving their performance 4 Conduct appraisals every six month for the employees under direct supervision      2.2 human resources management  4 Validate the payroll 4 Promote career development and capacity building  4 Guarantee the dissemination and respect of the HR policy and procedures within the base  4 Participate in defining and monitoring the implementation of HR policy  4 Anticipate risks associated with national HR  4 In coordination with the HR Coordinator, organize internal training sessions on HR procedures  4 Supervise the paper and digital filing, as well as ensure the security of Administrative and HR documents 4 In coordination with the HR Coordination, ensure the application of the disciplinary procedures                              specific objective and linked activities  The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.   III. SPECIFIC OBJECTIVES AND LINKED ACTIVITIES    3.1 Organization and Follow up  4 To implement and follow up the Administrative, Finance and HR department activities in direct collaboration with the Field Coordinator and under the general supervision of the Administrative & Finance Coordinator and the HR Coordinator; 4 To organize, schedule, coordinate and plan his/her department activities and team’s work 4 To ensure proper coordination and liaison with the logistics and the programs departments            3.2 Communication and reporting  4 Validate the monthly HR report and the sitrep contribution  4 To help preparing audits (HR, Financial...) 4 To define and develop guidelines and methodologies for Admin & Finance and HR department              3.3 Contribution to mission strategy  4 In the context of identifying new grants, and together with the Field Coordinator, he/she contributes to the preparation and draft of new budgets    4 To produce high quality and timely HR contributions to proposals and reports        3.4  Confidentiality 4 Ensure the confidentiality of the department    IV. PRIORITIES OF THE DEPARTMENT - Guarantees the correct implementation of HR policy in the base  - Anticipate and prevent risk linked to Human resources  - Ensure the knowledge and the calculation of income tax and NSSF - Ensure the application of financial and HR donor rules     Ø Work experience: Minimum 2 years’ experience in a similar position (NGOs/private companies)  Ø Knowledge & skills: Good analytical and writing skills/Good management capacities and team leadership spirit Ø Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel   Ø Other:  - Good skills in reports and contracts redaction  - Good knowledge of institutional donor (ECHO, UN agencies, etc.) procedures and financial guidelines. - Knowledge of humanitarian actors - Good management and pedagogical skills  - Excellent communication and diplomacy skills to manage relationship in potentially tense situations   Assets Ø Interest: - Strong motivation to help people in needs - Understanding of the political situation in the area  Ø Transversal skills:  - Well organized - Conflict resolution and diplomacy experience - Ability to analyze and suggest improvement - Ability to take initiative to deal with difficulties encountered in daily work - Ability to adapt or change priorities according to the changing situation within a mission or the organization itself - Autonomy, neutrality, hard worker - Able to manage stress and pressure