Finance And Administrative Officer

Job Title               : Finance & Admin Officer Organisation          : Greenpeace Mediterranean Department           : Program Reports    to          : Arab World Program Leader   Purpose of the Job: To ensure adequate accounting, financial and procurement practices and to provide effective and efficient administration functions in support of GPMed’s Arab world Programme (AWP), which team is currently operating from Beirut, Amman and Istanbul. The position is expected to provide analysis of administrative service needs in support of specific business operations encompassing accounting, procurement, human resource, travel, transport and supply will increase the success rate of the AWP in delivering its campaign work in a timely manner as per GPMed prodedures. Main Responsibilities: Under overall guidance of the AWP leader and functional line management of GPMed Finance Director for the finance component, the Finance and Administrative Officer will be responsible for all following functions: Financial component On the finance aspect, this position is meant to contribute implementing controlling mechanisms for financial resources and assets and proactively providing the management with the financial information for decision making on all financial matters. This position focuses on timely and accurate accounting entries on the accounting system that GP MED uses, while also collaborating to ensure the financial operation is carried out effectively and efficiently. Specifically, the officer will: Oversee the overall financial management of the AWP Support the preparation of annual and quarterly work plans and budgets Maintain complete set of books of account according to the organization’s accounting principles and procedures and update it on daily basis, while ensuring accuracy of supporting documents Follow up on the activities and monitor expenditure and advance balances of resource disbursed, verify availability of funds for AWP activities and recommend for changes in budget line if needed Compile the financial information required in the Monthly Report, incorporating detailed analysis of variations and commentary Provide all the data requested for the budget preparation to the Finance Director and make sure for tracking the delivery of the budget throughout the year Oversee procurement processes and ensure compliance with the organization’s guidelines Maintain and update fixed assets on GPMed’s accounting system and ensure proper operation, maintenance and appropriate distribution of office equipment. Keep record and conduct physical verification at least once a year, and prepare annual physical verification report to present to AW leader and Finance Director Manage all correspondence related to finance Support the Finance Director for the year-end audit Ensure full compliance with all statutory regulations of audit, legal and tax requirements Diligently take care of and protect the keys, cards, bank account balance books, passwords and any other access mechanisms this position might be assigned to GPMed's assets as well as all documents and files containing information on them Ensure all required Finance related information is filed properly keeping confidentiality at all instances as required by GPMed policies Carry out any other related responsibility assigned by the AW leader and support other activities as required by the senior management team Administrative component On the administrative aspect, this position contributes to the achievement of GPMed's organisational and campaign objectives by providing an effective and efficient administration function that brings the best working conditions and environment for the Arab world team, while providing support to the AW program leader and senior management team. Under the supervision of the AW program leader, the officer will: Oversee the overall administrative management of the AWP Contribute to the development of an appropriate tool or approach to enhance GPMed Arab world Programme internal and external communications Be responsible for providing full spectrum of administrative services for the AWP staff to be able to work in the best working environment and as environmentally friendly as possible Provide and facilitate all aspects of office administration tasks and manage all correspondence related to administration Occasionally provide support to other GPMed departments as agreed with the AWP leader Ensure all required Administration related information is filed properly, keeping confidentiality at all instances as required by GPMed policies, and ensuring information is readily available for consultation and analysis purposes Carry out any other related responsibility assigned by the AW leader and support other activities as required by the senior management team. Overall act as office security administrator, local focal point  and support  the AW Program leader in the development and monitoring of the safety issues.   Skills and Qualifications: Educational Qualifications Minimum bachelor’s degree in finance, accounting, business administration, or any other relevant fields. Other requirements A minimum of 3 years of relevant, practical working experience Excellent financial, accounting including auditing reporting administrative management skills  Experience in general office functions and administration field Hands-on experience with non-profit organizations, development agencies or reputable private organizations Advance level of MS office (Windows, Word, Excel, and Power Point); should be able to operate financial packages independently Hands-on experience with non-profit organizations, development agencies or reputable private organizations No restrictions to travel frequently Competencies: Presentation and reporting skills - Attention to details Discretion and confidentiality Work under pressure, in physically or mentally challenging situations Build and manage relationships with external contacts relevant to the job Ability to organize and facilitate different opinions among the staff