Finance/administrative Director

  SUMMARY OF RESPONSIBILITIES:   The Finance/Administrative Director will be responsible for the administrative and fiscal management of International Medical Corps-Lebanon (IMC-Lebanon) country projects, assuring efficient use of International Medical Corps and donor funds/resources, and program cost effectiveness.  These responsibilities include: administrative and financial management to ensure compliance with International Medical Corps and donor regulations and procedures; establishing finance and support function policies, systems and procedures; and directing or performing their development, documentation, and implementation.  This position shall monitor all administrative and financial activities, and keep the country office management and International Medical Corps Headquarters advised of all situations that have the potential for a negative impact on internal controls and the program’s financial performance. As related to accounting or general controllership function, this position is responsible for maintaining all general accounting functions. This includes all transactions related to cash, receivables, fixed assets, trade payables, tax payments and accrued or prepaid expenses, and reports for the headquarters Finance Department. The position has contact with all levels of management, as well as Headquarters staff, vendors, field staff and independent accountants and auditors.   SPECIFIC RESPONSIBILITIES:  I.)        General Accounting   Ensure country office compliance with International Medical Corps established financial policies and procedures.  As needed, develop customized finance policies and procedures of the country office with reference to the International Medical Corps standard Overseas Field Office Finance Manual. Suggest formats for financial reporting to financial statement users to better understand the contents of the reports for decision-making and strategic planning purposes. Ensure the maintenance of accurate records of financial transactions of the country office (main and field offices) in order to monitor financial status of all project activities. Ensure the country office finance department meets the financial reporting requirements of in-country management and International Medical Corps Headquarters on a timely basis. Direct the preparation of all financial reports for external purposes in respect to accounting, legal and contractual requirements. Manage monthly net assets of the country office by ensuring that on a monthly basis, balance sheet accounts (cash, receivable, prepaid and payable accounts) reconciliations are completed in a timely manner and any unusual balances are clearly documented and reported to appropriate level of management. Maintain updated information of local government requirements related to administrative and financial matters and ensures country office compliance with tax regulations and other legal requirements. Ensure that allocation of management support costs is done using proper methods of allocation. Ensure all financial disbursements at each project site remain within budget allotments and pertain only to allowable costs. Ensure that all procurement transactions are completed in accordance with International Medical Corps’ standard Procurement Procedures and specific donor requirements. Liaise with headquarters Regional Finance Coordinator, Field Finance Controller and finance staff regarding all financial matters. Perform site visits to provide financial control, field finance oversight and staff training. Perform other duties as assigned. The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive.   II.)          Cash and Banking   Supervise and monitor cash inflow and outflow.  This responsibility includes ensuring that all cash transactions are supported by adequate documentations and authorizations, cash balances are monitored to ensure funds availability for program implementation while keeping cash balances in-country at minimum level to safeguard cash against theft and fraud especially on high-risk areas where the country office operates. Supervise all country office bank relations, accounts with cash facilitators and bank account activities including negotiation of fees, interest and currency exchange rates. In compliance with Field Office Finance Manual, establish country policies regarding cash handling procedures including cash holding limits and cash safety procedures.   Oversee the timely preparation, review and approval of all monthly cash and bank account reconciliations. Ensure that physical cash counts are done in each field site on a regular basis and surprised cash counts are conducted. Establish in-country policies on advance payments, credit terms, and use of bank payment instruments. Design, implement, and monitor systems, procedures and reporting necessary to maintain on current basis accurate forecasts of cash requirements for meeting future spending, including commitments entered into and which obligate International Medical Corps to future spending. Supervise the preparation of Cash Transfer Requests for submission to Split Finance and ensures that appropriate balances are kept in-country to facilitate grant implementation. Ensure the development and implementation of a plan to minimize the country’s foreign exchange exposure to currency gains and losses. Supervise the collection of all contractual, employee receivables and other forms of receivables.   III.)         Budgeting   Provide assistance to program staff and senior management team in the preparation and revision of grant proposals and budgets. Ensure that all charges to donor grants are in compliance with donor requirements and International Medical Corps policy.  This responsibility extends to thorough understanding and application of specific donor rules and regulations and compliance to donors grant administrative requirements. Provide country office management and program staff with monthly program expenditure reports or “Program Pipeline Analysis” of all active donor grants.  This function includes coordinating with country office senior management team and program staff in regards to future projections, including discussion of issues, which might have negative impact on the program’s completion   IV.)         General Administration Functions   Oversee the administration department of the country office.  Make recommendations for restructuring departments as necessary in order to improve information flow, services and to address workplace issues. Initiate recruitment efforts after completing job description and securing funding Participate in the selection of new staff. Including:  interviewing, skill assessment, general information on working and living conditions, and security briefings. Draft, formalize and implement a national staff policy. This includes liaising with local government to ensure compliance with national tax and labor regulations. Ensure that HR/Administration paperwork is available on file and, as required, is duly submitted to Headquarter Human Resources, Finance, and Internal Audit departments. Ensure that staff timesheets are collected timely and available on file. V.)          Country Office Representation   Attend relevant interagency, coordination and representational meetings as required.   VI.)       Supervision and Staff Management   Prepare and update job description of all in-country administrative and finance staff. Establish work standards and schedules and ensure their effective implementation in the department; assigns work to employees and trains employees in work procedures and methods; reviews employees’ work for adequacy and take steps to correct inadequate performance; approve employees’ work schedules and time reports. Manage positions and personnel to make best use of employees; select employees and develop their capabilities; plan for succession of key personnel; counsel employees effectively; administer discipline; handle employee relations matters in accordance with International Medical Corps Human Resources policies, guidelines and procedures. Instruction/training/coaching - Evaluate the knowledge and skill level of the staff to perform assigned duties. Measure the accuracy, thoroughness, and neatness of work. Ensures that the staff is adhering to the policies and procedures set forth in the guidelines. Performance Appraisals - Evaluate staff against stated job description tasks and deliverables.