Administration And Finance Officer

The Administration and Finance Officer is a member of Near East Foundation team in Lebanon, reporting to the Regional Finance Manager. The purpose of the Administration and Finance Officer position is to ensure that day-to-day administration is performed in an efficient and cost effective manner while also adhering to legal considerations and donor requirements for designated projects including the PRM funded project “Reducing Economic and Social Vulnerability of Syrian Refugees and Lebanese in Lebanon”. The project aims to reduce household economic vulnerability and reliance on harmful coping strategies by increasing access to livelihoods and protection information and skills; home-based income-generating activities; and training and career guidance linked to savings and protection for adolescents. The Administration and Finance Officer will be in charge of: (a) HR issues and property management; (b) procurement of goods and services and day-to-day transport and logistics; (c) accounting and facilitation of payments (d) day-to-day management of office tasks. The Administration and Finance Officer will perform his/her duties and responsibilities in accordance to the project proposal and budget in addition to the programmatic, administrative and financial policies/ regulations of the Near East Foundation. Responsibilities The Administration and Finance Officer will be responsible for: Managing Procurement Assure adherence to established NEF policies and procedures, and adherence to donor regulations and local laws; Serve as the channel through which all procurement activities are handled, as well as correspondence with suppliers concerning prices, quotations, and delivery times. Solicit and gather quotes, as per NEF policy, and conduct analysis and compares quotes; Review purchase requests (PR) for completeness and approvals; Prepare and maintain procurement status report; Analyze quotations, and prepare summary bid analyses (SBA); Human Resource Management Maintain personnel files on all current and future employees; Supervise job announcements and assist in interviewing and hiring; Maintain times sheets, attendance sheets, employment contracts, and sick leave; Ensure HR filings are done in a timely manner and adhere to NEF procedures; Distribute quarterly reports to all employees updating them on their available leave and any pertinent HR information;   Office Finances and Accounting Check invoices by verifying mathematical accuracy and ensuring that appropriate procurement authorization and supporting documentation are attached; Check all payment and purchase requests for travel related expenses and advances to staff ensuring that payments and purchases are supported by the relevant documentation i.e. TER; Review and adjust outstanding advances, pre-paid, accruals, for house rentals, office building; Assist in the preparation of disbursement vouchers, checks and bank transfer requests and ensure all the supporting documentation is attached and bank account information are correct and updated; Review expenditure reports submitted by partners and sub-grantees for accuracy and compliance to donor requirements; Support the Finance Manager in the preparation of annual budgets and quarterly analysis.  Organizing Vehicle and Transport Management Supervise the overall vehicle management and ensure the application of NEF Lebanon  policies and procedures; Ensure that weekly checks are made on the vehicles and log sheets are available; Analyze data on vehicle use and transportation costs, and submit a monthly report to the Finance Manager, with appropriate recommendations; Ensure that are vehicles are correctly registered, insured, etc., and organize and maintain all required documentation; Managing Office Ensure all NEF equipment are safeguarded and maintained appropriately through regular service, as appropriate; Negotiate, prepare and monitor the equipment maintenance and office contract, as well as the ongoing contracts with all service providers; Ensure the office environment is clean, organized, and fully stocked with the necessary materials; Assure that office communication and correspondences are properly filed and maintained; Assist the expatriate staff/visitors in obtaining visas, work permits, adequate housing, etc. Qualifications and Requirements: The successful Administration and Finance Officer must be a self-directed individual with the following qualifications: Effective team player, able to develop and maintain effective working relationships within a distributed and dynamic team; Competence with MS Office applications, including Word, Excel and Outlook; Proficiency in written and oral English and Arabic required; Able to read and interpret documents, and communicate with others as necessary to perform job duties effectively; Requires extensive written and verbal communication skills needed to motivate, convince, and/or change behavior or attitude of contacts; Experience using financial softwares; Aware of local market conditions; Good interpersonal skills; Good numerical skills to maintain accurate records; Flexibility in accepting work assignments;