Finance Assistant

JOB TITLE: Finance Assistant   DIVISION / DEPARTMENT / LOCATION:   Beirut, Lebanon     JOB FAMILY: Finance   Salary range:  As per Salary Scale LEVEL: E1   OXFAM PURPOSE: To work with others to find lasting solutions to poverty and suffering.   JOB PURPOSE:  To provide professional finance support and maintain Zahle office daily activities according the Oxfam’s Mandatory Procedures.   REPORTING LINES:   Postholder reports directly to: - Finance Officer   Matrix lines: - Finance Manager   DIMENSIONS: Carry out tasks within guidelines laid down by manager / supervisor. Draws from a number of information sources to inform individual and group decisions. Responsible for the proper use of equipment by others, with due regard to health & safety standards and guidelines Solves basic problems, which have some variety, and takes decisions based on a number of options. Communicates widely within the department, with some Oxfam contacts and/or wider external contacts. Contributes to the development of improvements to the department's services, procedures and systems.   KEY RESPONSIBLITIES: FINANCE: Responsible for the office cash according to Oxfam procedures. Preparing payment vouchers, receipts, etc. according to Oxfam rules and regulations and seeks appropriate authorization and making sure all transactions have the supporting documents and approvals. Ensure that original invoices, receipts or contracts matches Oxfam/Back donor’s requirements, and securely kept in the office. Communicate with local external contacts, such as banks, partners and suppliers. Process floats and petty cash. Handling the account registers. Prepare cheques and transfers for signature in accordance with the mandate and with supporting documentation. Maintaining the cash and bank books on daily basis. Making sure that all transactions are appropriately recorded using relevant budget codes and ensuring an accurate reconciliation. Support the Finance Partnership Officer in visiting and reviewing the partners supporting documents. Scanning and Filing payments related to certain donors Prepare weekly lists of accounts payable and accounts receivables, vehicle rental, house/office rent, telephone, medical costs, among others. Make sure that all documents are properly filed on time and give information and relevant documents as may be required by Auditors Ensure that goods are ordered in accordance with agreed procedures. Ensure that proper documentation is kept for returns and that credit notes are obtained. Ensure that payments are correctly authorised. Check supplier’s statements and deal with queries. Be aware of bank requirements and facilities, approval and signatories levels, etc. Ensure that sufficient funds are available for cash needs.   Regularly update cash-flow forecast for the Zahle Office and submit to Finance Beirut on weekly basis. Weekly visits to Zahle Office and Tripoli and support team requirements   SKILLS AND COMPETENCES At least a relevant Diploma or Degree holder (E)  Proven 2-3 years of Finance or Administrative experience and good organisational skills – (E) Ability to work well under pressure within a very busy environment, using own initiative and to prioritise accordingly to meet deadlines (D) Ability to deal in a tactful and professional manner with confidential information and sensitive situations – (E) Ability to compose correspondence and to create and develop administration processes (E) Excellent interpersonal and communication skills (E) Computer literate with excellent word processing skills and knowledge of Microsoft Office and electronic mail systems (such as Lotus Notes) – (E) To have an understanding of and ability to be customer service focused (E) The ability to role model Oxfam's values of empowerment, accountability and inclusiveness. (E) Ability to speak, write and read English and Arabic essential (E)