Admin, Hr & Finance Manager

General objective The Administrative, HR & Finance Manager will be responsible for the management and implementation of the overall administrative, finance and human resources tasks at base level. The Administrative, HR & Finance Manager will work under the supervision of the Administrative, HR & Finance Coordinator, the Deputy Finance and the Deputy HR based in Beirut and the Field Coordinator based in Beirut The Administrative, HR & Finance Manager position’s major objectives are to properly achieve the following global tasks:   Responsibilities and tasks Ensure that local legislation is respected and that a legal framework is established in close collaboration with the Administrative, HR & Finance Coordinator; Ensure application and respect of accountability and financial procedures; Ensure the overall good maintenance of accounting books and system; Ensure the good use of funds according to PU-AMI and donor guidelines;  Control the accountancy, the budget affectations end ensure financial follow up of the base; Build donor budgets;  Ensure the operational management of the team placed under his/her responsibility; Ensure smooth and regular reporting on his/her activities towards his/her line manager;   Specific objectives and linked activities 1. Finance & Administration management          1.1 Accountancy management To validate spending commitments and any purchase on the base;  To supervise financial operations and their appropriate use; To follow up all transactions posted in the accounting Saga To ensure specific bank procedure and relative documentation; To do the month-end closing for the base (budget codes, invoices, validation...); To prepare bank reconcialiation statements for each month-end closing, in order to keep track of the balances; To prepare monthly and annual financial reports; To make recommendations for update of financial policy & procedures; To be responsible for documentation (i.e. update of written procedures) and dissmination among the relevant staff (training), in collaboration with the Admin, HR & Finance Coordinator            1.2 Cash Management To do  a cash inventory at the end of each week To analyse the base cash situation at the end of each week, and to find proper and quick solutions when needed (cash shortage) To analyse the inter-bank transfers at the beginning of each week To regularly check the base cash box To ensure the security of the transfer and holding funds. To ensure that the Cash handling procedures is implemented and respected.            1.3 Finance Management To ensure the calculation and payment of NSSF (social security) and income taxes via Ministry of Finance (monthly and yearly) as well as all other annual declarations to Ministry of Finance To supervise and check the VAT quarterly report before sending to Coordination if applicable To ensure monthly budgetary monitoring of projects; To know and use donors' reference guidelines; To control monthly expenses and forecast budget To contribute to the preparation and draft of new budgets in collaboration with the different departments To help preparing the external financial reports for financial sponsors, in collaboration with the Administrative, HR and Finance Coordinator   2. Human Resources Management          2.1  Team  Management To support the admin staff in the fulfillment of their duties; To report to his/her line manager problems and/or concerns on technical issues; To train the admin staff on the admin, HR and Finance component To solve team conflicts, if any, and ensure team building. To support the admin staff in improving their performance. To conduct appraisals every six months for the admininistrative assistants            2.2 Human Resources follow up To supervise the staff administration and payroll To support the managers in the recruitment process To promote career development and capacity building To provide employees with the means to acquire the skills necessary for the proper exercise of their functions To ensure that all employees have access to a formal 6 months appraisal meeting To ensure that the base organizational chart is coherent and conform to PU-AMI classification grid and salary scale To implement collective rules and communicate internally To provide information to all employees regarding the PU-AMI Charter and its Internal rules and regulations To stimulate internal communications and anticipate risks associated with national HR         2.3 Communication & Reporting To prepare audits (HR, financial) To define and develop guidelines and methodologies for the administrative department; To ensure proper communications schemes with the different levels of authorities/partners To prepare a weekly Sitrep of the department activities          2.4 Organization & Follow up To implement and follow up the Administrative department activities in direct collaboration with the Field Program Coordinator and under the general supervision of the Administrative, HR & Finance Coordinator; To organize, schedule, coordinate and plan the Administrative department activities and the team’s work; To ensure proper coordination and liaison with the logistics and the programs departments;          2.5 Contribution to mission strategy In the context of identifying new grants, and together with the Field Program Coordinator, he/she contributes to the preparation and draft of new budgets To produce high quality and timely HR contributions to proposals and reports   The tasks and responsabilities defined in this job description are not exhaustive and can evolve depending on the project needs. QUALIFICATIONS Mandatory requirements Language skills: Fluent in Arabic and English Education degree: University degree in Finance, Accounting, Administration, Human Resources or related field. Work experience: Minimum 2 years experience in a similar position (NGOs/private companies) Knowledge & skills: Good analytical and writing skills/Good management capacities and team leadership spirit Computer skills: Good knowledge of the MS office software including Word, Outlook. Excellent in Excel Other: Good skills in reports and contracts redaction Good knowledge of institutional donor (ECHO, UN agencies, etc.) procedures and financial guidelines. Knowledge of humanitarian actors Good management and pedagogical skills Excellent communication and diplomacy skills to manage relationship in potentially tense situations   Assets Interest: Strong motivation to help people in needs Understanding of the political situation in the area   Transversal skills: Well organized Conflict resolution and diplomacy experience Ability to analyze and suggest improvement Ability to take initiative to deal with difficulties encountered in daily work Ability to adapt or change priorities according to the changing situation within a mission or the organization itself Autonomy, neutrality, hard worker Able to manage stress and pressure