Capital Administrator

ACF, an International NGO operating in Lebanon since 2006, is looking for a Capital Administrator. ACF offers a competitive salary package, a respectful and motivating working environment, trainings and promotion opportunities and is committed to core humanitarian values. Please visit : http://www.actioncontrelafaim.org/en for more information on the organisation. ACF is commited to the principles of non-discrimination and diversity and is particularly interested in receiving applications from a broad spectrum of qualified people. ACF never asks applicants to pay anything during the recruitment process. It is entirely free. GENERAL RESPONSIBILITIES To ensure that ACF financial and administrative procedures are put into operation efficiently in Beirut base and to support the bases in doing so. Manage the base's cash and bank books, advance cash and respective documents. KNOWLEDGE, EXPERIENCE AND SKILLS Accountant / Administration diploma and professional experience At least 2 years of professional experience in working with (I)NGOs, donor-funded programs in humanitarian operation and in development projects in similar capacity Professional and transparent. Team spirit and good communication skills. Organized and rigourous. Ability to quickly integrate and understand working environment. Sense of confidentiality. Fluent in Arabic and English Windows domain, compulsory expertise in Excel. Knowledge of accounting sofwares DETAILED OBJECTIVES AND TASKS Objective 1 : To ensure the appropriate cash and bank management of Beirut office Cash and bank management : Manage the cashbox in a secure way *** Give professional advances to all departments following ACF internal procedures *** Makine payments, using good payment forms, checking the invoices conformity with internal standards and the presence of the required supporting documents *** Record payments in cash books on a daily basis *** Proceed to the cash and bank verifications on a daily baisi and at the end of the month (monthly cash and bank reconciliations) *** Inform the administration coordinator when the cash balance is low in order to withdraw money *** Ensure that available funds on the bank accounts are sufficient to cover all payments and that no account is overdrawn *** Liaise with the bank for updates of signatories, transfer requests, bank statement collections and any other matters according to the needs  *** Keep all the money and bank information strictly confidential  Treasury : Supervise and control the treasury of the mission as per the Treasury Policy *** Ensure the availability of funds and report treasury request to the administration coordinator. Compliance :  Before any payments, ensure that ACF procurement and commitment of expenditure procedures have been respected and report to the administraiton coordinator any discrepency or non-respect of the procedures *** Ensure that all invoices meet internal standards of invoicing before payment *** Ensure, with the logistic department and other authorized purchasers, that the Supplier Purchase Orders are properly filled in with correct budget codes and Purchase Dossier File number, and that they are properly recorded and followed up until payment. Inform logistics departments of data required on the invoices *** Ensure that all taxes rules and regulations arerespected and report to the administration coordinator any discrepency or problem *** Inform the administration coordinator if some expenditures are ineligible or suspicious Objective 2 : To ensure the appropriate recording of all transactions in the accountancy and archiving of all supporting documents Accountancy of Beirut office Record all transactions in the books ensuring the accuracy of all information in line with ACF procedures *** Update on a daily basis the V books (NRT, VAT, DW) and prepare V SAL and OD books every end of monthwith the support of HR and administration coordinators *** ENsure the accuracy and timeliness of inputting in order to meet the monthly deadlines *** Ensure the conformity validity of the invoices ***Ensure the correct allocation of all expenses in the cash and bank books as per the PRs and CCP *** Check, on a weekly basis, accounting codes and allocations to ensure a good quality of the accountancy *** Check supporting documents and notify relevant persons in case of any missing document *** Carry out cash and bank reconciliations and report any discrepencies to the administration coordinator *** Proceed to the verification of all class 4 accounts ensuring the follow-up of all pending transactions and report to the administration coordinator when required *** Send the books to the administration coordinator or verification on the 5th of the following month and correct the books following the feedbacks from the administration coordinator *** Import in SAGA all the coordination books ad ensure that all entries are properly registered, validated and matched *** Ensure the preparation of the monthyl accountancy documentation : cash and bank reconciliations and bank statements that should be double signed, and the monthly closing checklist *** Close the monthly accountancy before the 10th of the following month Mission accountancy : Ensure the accurancy of the base accountancy, checking the Excel books every month before importing in SAGA and providing feedbcks to the base administrator *** Import in SAGA the provisional writings received from the bases and ensure that all entries are properly registered, validated and matched (when required) *** Proceed to the matching of all class 4 and 5 entries and report on a monthly basis all the unmatched entries and consult with the base administrator to find solutions *** Check the monthly closing checklists received from the bases and liaise with the base administrators when necessary and prepare the monthly closing checklist for the mission *** Close accountancy in SAGA and prepare all closing documents which must be double signed *** Upload the closed accountancy and all closing documents to NoHungerForum on a monthly basis *** Analyse and correct the accountancy according to the HQ feedback *** In case of auditm identify the documents requested and scan them *** Alert the administration coordinator if discrepencies are observed between documents (CCP, PR...) in terms of financial information *** Support in the preparation of audits *** Support in ensuring the propler application and adherence to donor rules and regulations Archiving : Keep all accounting supporting documents organized and secured at all times as per the archiving policy *** Report to inform the administration coordinator of any missing or incomplete document Objective 3 : To ensure the appropriate administrative management Set up the contract follow up for the contract under his/her responsibility as per the ACF Commitment of expenditure procedure and ensure the follow up *** Check contracts to ensure their compliance to ACF and Lebanese requirements *** Ensure that all new employees, local or international, receive a briefing from the administration department, its procedures and tools *** Translate the documentation, memo and procedures into Arabic when required *** Support for the liaision with local authorities Objective 4 : To ensure the respect and correct application of Labanese tax rules and regulations Lebanese rules and regulations : Act as a focal point and liaise with the Tax consultant for all tax related issues *** Follow tax regulations and update the administration coordinator in case of any changes in the legislation *** Ensure the accuracy of all internal tax guidelines at the mission level. ACF application and tax procedures : Ensure that all Lebanase rules and regulations regarding taxation are taken into account and properly implemented at the mission level *** Monitor the application of the tax procedures at the mission level and report to the administration coordinator any discrepancies or non-respect of the regulation *** Ensure the invoices are matching the requirements for VAT reimbursement *** Prepare the quarterly and annual tax reports to be submitted to the Lebanese authorities after validation of the Administration coordinator and ACF HQ *** Support the administration coordinator in the follow-up of VAT reimbursements ***Keep all archives related to taxes organized and secured at all time as per the archiving policy and report to the administration coordinator any missing document. Objective 5 : To support the Human Resources Coordinator in the management of the human resources of Beirut office Support to HR department for any legal and administrative issue *** Support the preparation of monthly payroll to be sent to HR coordinator for validation Objective 6 : To support the Administration Coordinator in the financial management of the mission Upon request, support the administration coordinator in the management and update of the Financial Management Tool *** Upon request, support the administration coordinator in the preparation of financial reports Objective 7 : Communication and reporting Report to the administration coordinator on a regular basis *** Attend internal and external coordination meetings *** Ensure regular communication and reporting with the Administration and HR coordinators *** Ensure smooth and efficient communication with other departments at the coordination and base levels Objective 8 : Security Respect the security rules specified in the mission and base security plan and perform the security management tasks that can be assigned in its protocols ** Communicate to the security managers of the working location any security related information or non-compliance with the security plan Objective 9: Support all humanitarian activities of ACF Support emergency interventions, as per the employee's capacities ** Support any activity that helps achieving ACF humanitarian goals, as per the employee's capacities