Deputy Administrative And Finance Coordinator

POSITION Deputy Administrative and Finance Coordinator ROLE IN THE ORGANIZATION Coordinate the setting up of the Finance, Administrative and Human Resources policy for the mission.  HIERARCHICAL AND OPERATIONAL LINKS Hierarchical link: Head Of Mission Lebanon Operational link: Regional Administrative & Finance Coordinator Supervises: Finance assistant, HR assistant,   MISSIONS AND ACTIVITIES Objective 1: Manage the budget Activities: - Prepare project budgets in accordance with the directives of the head of mission, the Regional coordinator and HQ - Define the expense approval channels and thresholds and ensure the setting up of SIF vouchers on the whole project ; - Verify, edit and circulate monthly budget checks to the co-ordination team and administrative teams ; - Prepare the annual project budget and its revision ; - Follow up of the operating costs of the mission - Ensure the budget co-ordination of the mission: budget analysis, amendment proposals, expense timetable. - Work closely with project officers/managers over the project implementation planning and cash flow projection, following up the directions of the head of mission, the Regional coordinator and HQ   Objective 2: Supervise the project accounting Activities: - Supervise the invoice checking as well as the monthly double filing; - Physically  check the mission  cash counting on the mission and being responsible to follow up the cash expenses of the mission; - Supervise the accounting, extra accounting and expatriate data entering in the accounting software; - Supervise the editing of the monthly accounting documents; - Supervise the bank ledge keeping and bank reconciliation and matching; - Check and edit the monthly accounting documents, and send to Headquarters; - Regularly reporting to the Head of Mission regarding the accounting status of the mission - Responsible for any eventual discrepancies in the accounting books   Objective 3: Manage the cash Activities: - Consolidate and validate the cash forecast for the mission; - Check the mission’s cash level on a monthly basis ; - Define the mission’s cash flow plan and ensure fund transfers to the bases ; - Prepare requests for cash advance when necessary and send to headquarters.   Objective 4: Follow the financing and financial risk Activities - Ensure production and filing of interim and final financial reports depending on donors times and formats; - Supervise the preliminary audit of donors financing contracts (invoices, risk tables and folder presentation); - Follow up on payments of contracts signed in the field (in co-operation with Headquarters depending on the place of payment); - Follow up the financial risks, including those related to the HR policy (provisions of end of contract compensation) and regularly prepare relative reports for the Regional coordinator and HQ   Objective 5: Supervise the implementation of the HR policy and national HR management Activities: - Supervise implementation and compliance with HR procedures for the mission; - Take part in recruiting local executives; - Check updating of individual staff files; - Supervise the organisation of annual assessment interviews and table analysis; - Check the annual salary revision; - Check the payroll process; - Supervise labour returns and payments to organisations; - Ensure the implementation of the mission’s internal rules and regulations rules   Objective 6: Develop partnerships Activities: - Initiate and / or develop relations with local authorities for HR issues (Labour inspection, Labour department) and financial issues (banks, Finance Department) and administrations; - Take part in preparing the financial and HR aspects of the projects; - Provide technical assistance to local partners on financial issues   Objective 7: Supervise the administrative management of Activities: - Ensure follow up of visas and declaration of expatriates to local authorities; - Supervise expatriate movements: breaks, arrival/return mission & documents (including return sheet).   Objective 8: Supervise the team: Activities: - Draw up a work plan in collaboration with the Regional Coordinator and under the supervision of the HOM; - Delegate the daily activities to the administrative team he/she supervises and check that they are carried out properly; - Supervise the work of the Finance, Administrative and HR officers on the bases - Carry out appraisal interviews together with the line managers and or HOM - Provide technical support (Labour law, Social Security, entitlements…) to the team if necessary.   Objective 9: Train the Finance Admin and HR team Activities: - Organize training sessions; - Develop training plan for the staff under supervision on HR and financial tools   This list is not limited; the employee may be required to perform any other task necessary and compatible with its functions. KNOWLEDGE/SKILLS/BEHAVIOR - University degree (M.A.) in Finance or Accounting is a must - Degree in Human Ressources - At least five years relevant work experience in financial management with experience and knowledge of international donors (ECHO, DFID, USAID, BPRM, UNHCR, UNICEF, OCHA…) - At least five years’ experience in administration and Human Resource management and field of international Non-Governmental Organisation. - Knowledge of, and experience in the setting up and maintaining administrative procedures and systems. - Strong and solid experience of training. Ability to train subordinates on all financial and administrative software and procedures - Experience in managing team of subordinates on different bases. Ability to manage teams remotely is a must. - Desirable knowledge of key UN, INGO, NGO organizations and their functions and experience in liaising with donor agencies- especially EU and other NGOs and local authorities. - Experience in  recruitment and management of personnel - Strong and proven knowledge of Lebanese labour and administrative law - Good communication skills and team player. - Fluent in French and English languages, both required - Experience of several Humanitarian context and work in different cultural environments required Ability to write reports in French and English to Donors and HQ - Demonstrated organizational ability is strongly desire. - Ability to travel locally and internationally. - Driving license is an asset.   WORK AREA Beirut with field visits