Finance, Hr And Administrative Manager

DIGITAL OPPORTUNITY TRUST - JOB DESCRIPTION FINANCE, HR AND ADMINISTRATIVE MANAGER   OFFICE: Beirut REPORTS TO: Country Director    Organization: Digital Opportunity Trust (DOT www.lebanon.dotrust.org) is a Local NGO, member of the DOT networks in countries throughout Africa, the Middle East, Asia and the Americas.   DOT is an innovator in enabling people to access and apply information and communications technologies (ICT) to create education, economic and entrepreneurial opportunities. DOT’s vision is to make these opportunities available to marginalized people, especially women and youth, as a strategy to eradicate poverty, vulnerability and gender inequality. DOT’s signature entrepreneurship programs, ReachUp! and StartUp!, integrate ICT, life skills, and micro-enterprise development and are delivered in a cost-effective manner, using university graduates to train and build capacity of youth in their communities. DOT transforms and supports young women and men, as they become leaders of economic and education change in their societies.   Position Description: As a Finance and Administrative Manager, you will work to support the sustainability of the DOT program in Lebanon through coaching and regular communication with all the DOT country teams.   Your key responsibilities and accountabilities will include:   Financial Management Lead annual budget preparations in coordination with relevant program managers; Analyze financial statements, making appropriate advice to the Senior Management Team; Supervise the maintenance of accounting systems and data, and the presentation of financial data for both internal managerial purposes and external reporting requirements; Ensure finance compliance and consistency with DOT’s policies and procedures, as well as compliance with the terms of any donor agreements (USAID, EC, DFATD, …); Ensure program compliance with donor’s HR, procurement and administrative regulations and DOT policies; Support the project team by establishing office management policies; Develop and implement financial policies and procedures for project ensuring proper segregation of duties and other internal controls; Develop and implement  a financial document filing system for the program to ensure that project is always “audit-ready”; Monitor project spending versus approved budget and report regularly to CD; Oversee cash management process including forecasting, wire transfer requests, management of bank accounts etc.; Oversee audit findings and their resolutions.   HR responsibilities   Serve as strategic partner to senior management by integrating HR strategies into the organization’s overall mission and operational strategy; Handle the Recruitment process: drafting to posting announcement from job description, CV filtering, managing interview schedule, oversee the documentation of the recruiting and interviewing processes, the preparation of the job offer letter, thank you letters to candidates not accepted, and employment agreement; Manage and approve employment contracts in coordination with hiring managers; Perform difficult staffing duties, including dealing with understaffing, refereeing disputes, firing employees, and administering disciplinary procedures; Oversee administration of human resources, including but not limited to, maintaining personnel files, recruitments and orientation procedures, purchasing and maintaining adequate health and other insurance policies, etc.; Ensures planning, monitoring, and appraisal of employee work results by training managers to coach and discipline employees; scheduling management conferences with employees; hearing and resolving employee grievances; counseling employees and supervisors; Review and communicate changes of DOT compensation and benefit plans, to retain staff and ensure fairness and competitiveness. Evaluate and recommend salary adjustments and increases as well as internal promotions and transfers; Plan and conduct new employee orientation to foster positive attitude toward organizational objectives; Maintains the work structure by updating job requirements and job descriptions for all positions; Ensures legal compliance by monitoring and implementing applicable human resource governmental requirements; conducting investigations; maintaining records; Maintains management guidelines by preparing, updating, and recommending human resource policies and procedures; Coach/mentor/manage staff in the Finance, HR and Admin. Department, ensuring that their performance meets agreed upon standards.   Administrative responsibilities Manage leases to make sure they are current and amendments are processed as required; act as the point person for the landlord;  Oversee local information technology contract ensuring infrastructure needs are met, including properly functioning IT equipment, routine maintenance, security over IT (anti-virus software and regular backups); Responsible to the development and updating of administrative policies and procedures for the office and ensure orientation and implementation; Oversee procurement policies, processes, and documentation to ensure compliance with donor regulations and DOT policies.   Position Qualification & Skills Requirements: Master’s degree or equivalent in finance and accounting with 10 years relevant experience; Experience managing nonprofit organizations and familiar with donors guidelines Excellent management and administration skills Excellent computer skills including Microsoft Office programs; Excellent written and oral communication skills; The ideal candidate will be a proactive and efficient multi-tasker. This candidate can work independently in a fast-paced dynamic working environment. He/ She will have excellent writing skills, is creative and committed.   Compensation: DOT is a non-profit INGO that recognizes that change is driven by involving the best people. Salary will be competitive and commensurate depending on the related experience and Education.  Interested applicants for this position must submit current curriculum vitae and the names and coordinates of three references. References will not be contacted without prior consent. Application and enquires should be submitted to lebanon@dotrust.org with a title, ”DOT Lebanon Finance Manager”. The deadline is May 27th.