Finance And Administration Assistant - Beirut

Role and Responsibilities Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care, the Finance and Administration Assistant supports many of the financial and HR activities of the programme. On a day-to-day basis the Assistant carries out a variety of accounting and administrative functions required to ensure the financial, logistics and human resources needs of the programme are met and that all related policies are carried out and recorded with integrity and in accordance with donor, HQ and field guidelines. Project Overview The conflict in Syria has erupted into a full-scale civil war endangering lives in almost every community in the country. Desperate families, caught in the crossfire, are leaving everything behind and fleeing into neighbouring countries. Lebanon, one of these countries, has received a large influx of refugees from Syria. In response to the Syrian Crisis and the resulting influx of refugees into Lebanon, Medair is assessing and distributing shelter kits and Non Food Items (NFI) within ITS. Shelter and NFI are a large part of the Medair Lebanon’s programming which also includes site planning and GIS mapping.  Medair Medair brings life-saving relief and rehabilitation in disasters, conflict areas, and other crises by working alongside the most vulnerable. Its Internationally Recruited (IRS) and HQ staff are inspired by their Christian faith to care for people in need, providing practical and compassionate support, regardless of race, religion, or politics. Medair has achieved the ISO 9001:2008 certification, worldwide. This certification signifies that Medair effectively delivers goods and services with a focus on beneficiary needs. Founded in 1989, Medair’s unwavering commitment continues to bring hope to the world’s most vulnerable.  Key Activity Areas Finances and Accounting Carry out the day-to-day accounting functions of the programme including, but not limited to: -      Managing in-location cash, ensuring sufficient amounts are available at all times and that necessary security measures are in place and are being followed -      Conducting regular cash reconciliations, verifying amounts held and reporting any discrepancies -      Paying supplier invoices either directly or in conjunction with colleagues and in accordance with agreements made -      Paying staff salaries and allowances as agreed, ensuring that all required statutory deductions are made and subsequently paid to the appropriate authorities -      Supporting colleagues in cash handling and financial transactions, providing coaching and guidance as required -      Ensuring all financial transactions are carried out in accordance with the Medair guidelines and procedures and any donor requirements Work with the Finance and HR Manager to: -      Produce accurate monthly accounts within the agreed timeframe, including the compilation and finalisation of monthly expense sheets for all cash and bank accounts -      Gather cash need forecast from Budget Holders and Logistics and consolidate it in the monthly cash needs forecast for the Country Programme, ensuring that money is transferred between locations in a timely manner and that daily cash needs are met -      Focal point for the Labour Report for NRS staff. Gather all Labour Reports from NRS supervisors according to procedures every month and pass on to the Finance and HR manager. -      Focal point for the NRS payroll preparation, using Crésus Salaires software. Gather necessary data from HR/Admin in the field location and finalise monthly payroll list and schedule salary and other related payments. -      Prepare for and support internal and external financial audits, providing all information required by local legislation, donors, HQ or other bodies -      Conduct regular internal audits and report immediately any possible fraud or theft   Administration Ensure a clear and transparent paper trail is adhered to for all financial transactions and HR activities and that all filing and archiving is in line with Medair and donor requirements which follows international accounting standards. Assist the Logistics team in meeting logistics related administrative requirements of Medair, donors, local legislation, suppliers, contractors and any other stakeholders, so that the logistical aspects of the programme function efficiently, effectively and with integrity Support line managers and Finance and HR Manager as required with HR activities in areas such as recruitment, induction, training, appraisals, disciplinary action, etc. Support the Finance and HR Manager in ensuring all national and international legal requirements relating to employment are adhered to, including contracts, statutory deductions, record keeping   Communication Maintain open and frequent communication, where applicable, with the Finance and HR Manager, Logistics Manager and field management Ensure colleagues are informed of the required finance and HR procedures, and be available to answer any finance and HR related questions and to provide coaching and guidance as necessary Qualifications Certificate in business administration and or accounting/book keeping and/or human resources. Relevant university degree.  Languages Excellent working knowledge of Arabic and English (spoken and written) Experience / Competencies 1 years’ experience in a finance / administration position 2 years’ experience in a not-for-profit organisation preferred Computer literate with good working knowledge of Microsoft Excel, Word and Outlook. Experience with payroll software preferred Enjoys a challenge and works hard to achieve objectives Attention to detail required Fast learner and well organized Problem-solving skills and positive attitude Passionate about working as part of a dynamic and encouraging team