Finance And Administration Assistant

Job Title Finance and Administration Assistant Job Location Beirut, Lebanon Reports to Finance and Administration Manager Contract duration Permanent     International Alert   International Alert is a London-based NGO that works to build sustainable peace in countries and communities affected by violent conflict. We are committed to: Working together with people who live in areas affected or threatened by armed conflict to make a positive difference for peace; Improving both the substance and implementation of international policies that affect peacebuilding and the prospects for peace; Strengthening the peacebuilding sector through increasing its effectiveness and profile. International Alert is an independent peacebuilding organisation that has worked for over 25 years to lay the foundations for lasting peace and security in communities affected by violent conflict. We work in over 20 countries and territories with a staff of approximately 150. Our multifaceted approach focuses both in and across various regions; aiming to shape policies and practices that affect peacebuilding; and helping build skills and capacity. Our regional work is based in the African Great Lakes, West Africa, Latin America, Lebanon, the South Caucasus, South Asia and the Philippines. Our thematic projects work at local, regional and international levels, focusing on cross-cutting issues critical to building sustainable peace. These include business and economy, gender, governance, aid, climate change, security and justice. Department Description   International Alert started working in Lebanon in 2009. We aim to contribute to positive peace through work that supports plural political participation and improved governance, institutional reform and conflict sensitive aid.   Our team is seeking a new team member who will be enthusiastic and interested in growing with the programme. The Finance and Administration Assistant will support Alert’s work and contribute to the programme’s impact and sustainability by supporting the team’s finance and office administration. You will also oversee the organization and logistical management of key project activities, such as local and international conferences, trainings and research activities. You will be a skilled self-starter, who is impeccably organized and fluent in Arabic and English (French is a plus). You will have experience in finance and office administration and you will enjoy working with a team while also having the ability to work independently. Duties and Responsibilities   Office Finances Maintaining office accounts in accordance with Alert’s finance systems and donor requirements (e.g. a basic cashbook and/or petty cashbook); Carrying out institutional payments and other statutory obligations such as income tax, NSSF in accordance with Lebanese law as required; Producing monthly and quarterly financial reports; Producing expenditure forecasts as required; Ensuring that all expenses are authorised and efficiently processed; Overseeing petty cash; Supporting the implementation of sub-contracting agreements, partner financial assessments and support to NGO partners in the management of funds; Supporting the production and management of budgets; Ensuring financial reports are compliance with legislative and donor and Alert requirements (including project audits).   Office Administration Systems Implementing and monitoring compliance with relevant policies and systems (e.g. procurement policy, office health and safety policy); Managing and maintenance of the office to ensure full and consistent functioning (e.g.: keeping office supplies in good order; ensuring that the rental agreement is kept up-to-date and facilities such as water, electricity, AC units, telephone and internet systems etc. are maintained and functional; managing contracts for cleaners and maintenance, etc.). Negotiating best value for money contracts with suppliers and office insurance policies; Managing computer equipment, office supplies and other project assets; Maintaining an inventory of all Alert assets; Ensuring that communication systems are in good working order; Monitoring the security situation and keeping Finance and Administration Manager up-to-date; Monitoring and regularly updating International Alert’s Lebanon security policy.   Human Resources Co-ordinating briefings and inductions of new staff and consultants; Supporting Alert Lebanon compliance and best practice in HR practices; Support to Finance and Administration Manager with all aspects of HR management; Implementing annual salary benchmarking reviews.   Project Support: Developing understanding of, and contributing to, Alert’s Lebanon project activities and strategies; Managing logistics and organization of project activities. Being an active member of the Alert team in Lebanon, and supporting and assisting colleagues.   Travel Requirments The post is mostly based in Beirut with occasional travel to other areas within Lebanon and in the MENA region. PERSON SPECIFICATION   Education   Essential Desirable Qualification in accountancy /administration BA in Management, Finance or other relevant field   ACA/ACCA/CIMA (part qualified)   Training with a reputable firm of auditors   Experience   Essential Desirable At least 2 years experience in finance and admin management for an NGO project/office in Lebanon Management of relationships with partner NGOs   Management of funds from international funders   Supervision, organization and monitoring of project logistics     Knowledge & Skills   Essential Desirable Very good level of verbal and written communication in English Understanding of Lebanon’s legal requirements for NGO management Fluency in Arabic Can communicate in French Excellent knowledge of Microsoft Office applications, Excel and Word     Personal Qualities   Essential Desirable Good team member   Good initiative and self-starter   Good time management and ability to prioritise work   Ability to work evening and weekend hours when necessary   Ability to communicate across international barriers   Enthusiastic to be part of a new and growing project and understands the ideals and vision of Alert