Administrative & Finance Assistant

Administrative and Finance Assistant  As of today, according to UNHCR reports (04.05.2012), 13’405 Syrian people are estimated being displaced in the under-developed Akkar region and Tripoli.Most of the displaced in Lebanon are unwilling to return to Syria until stability and security is restored in their places of origin. Many individuals and families have been deeply traumatized by the events that caused them to flee.  It was estimated that most displaced are hosted by Lebanese families. Less than 10% live in collective shelters (abandoned schools). Should the support provided by hosting families stop, displaced families would be on their own, become extremely vulnerable and could not cope with immediate needs (mainly shelter and food). Lebanese families and communities themselves are struggling with additional charges, especially in housing. The hosting families, initially spontaneously offering refuge to Syrian families, have started expressing difficulties in continuing to finance extra costs. In addition, families in Akkar are paying the consequences of the Syrian crisis with considerable reduction in cross-border exchanges (labour and trading) between Lebanon and Syria. Therefore, hosting families and communities are particularly vulnerable from a socio-economical point of view. To date, very limited services have been provided to host families.  The Administrative and Finance Assistant will participate in the implementation of a Cash Support Programme for families and communities hosting displaced Syrians in the north of Lebanon. Objectives of the Programme The aim of the Cash Support Programme implemented by Mada Association in cooperation with the Swiss Agency for Development and Cooperation is to improve capacities and socio-economic conditions of approximately 500 individual families and 2-4 communities for hosting displaced Syrians in Akkar region, north of Lebanon, over a period of 10 months. Expected start of the programme is June 2012.  The Administrative & Finance Assistant supports the SDC Administrator & finance Officer of Qobeiyat Field Office (FO) to assure the administrative, human resources and financial management of the project.  Main work interfaces ü  Internal interfaces -      Deputy Programme Manager -      Project Manager -      Field Officer -      Administrative and Finance Officer -      Accountant -      Etc. ü  External interfaces -      Partner organizations (SDC) -      Other non-governmental organizations, INGO -      Local authorities -      Beneficiaries -      Etc. Mission 1: Support the Establishment of the Administrative Organization Info ü  Be responsible for the presentation, circulation, filing and archiving of administrative, accounts and financial documents. ü  Supports the management of the contracts related to the project (for the work premises for example) ü  Interpret SDC rules and instructions and implement actions accordingly   Mission 2: SUPPORT THE ADMINISTRATIVE MANAGEMENT OF THE HUMAN RESOURCES ü  Guarantee the application of human resources policy for all staff ü  Draft the employment contracts for new staff and forward them to the Administrator & finance officer for signature. ü  Carry out the administrative formalities related to the recruitment and the end or the termination of national staff’s contract. Mission 3: ASSURE THE MANAGEMENT OF FINANCIAL RESOURCES ü  Maintain financial files and records ü  Prepare forecast of expenditures and monthly financial statements in consultation with colleagues ü  Use financial and statistical tools and reports using spreadsheets ü  Implement purchases following the purchase order system and adequate logistics procedures ü  Verify and prepare receipts for payments ü  Ensure transactions are properly recorded and entered into the finance spreadsheet using Navision system and SAP system ü  Establish and maintain cash management and controls ü  Set up and administer employee files and records ü  Follow up budget expenditures and supports regular reconciliation between expenditure committed and the budget forecast ü   Update the budgets in line with any evolution in the activities and forward them to the concerned manager, accompanied by any necessary comments or explanations ü  Open and close bank accounts in agreement with the program manager and by delegation from himself (choice of the type of account, the currency), and be responsible for managing them (monitoring movements, reconciliation of balances, organisation of signing powers). ü  Be responsible for the management of the safes and strong boxes (available amount, balance checks, security instructions: protection of the premises, “security envelopes”, etc.). ü  Ensure the procedures for the commitment of expenditure at all stages and for all staff concerned (visa of authorised staff member, commitment ceiling, methods and terms of payment) are conform to the organisation procedures. ü  Be responsible for producing the accounts documents. ü  Ensure the preparation and the filing of vouchers, their accounts allocation and the recording of entries are well carry out by the budget manager.  Mission 4: PROJECT ADMINISTRATIVE TASKS ü  Establish and maintain financial and administrative system for projects ü  Assist Project Manager in all tasks related to the projects implementation ü  Liaise with partners for projects related financial data and required documents   Work environment  ü The fixed working hours are from 8.00 till 16.00 with half an hour lunch break. ü  The SCO Beirut internal regulations as per the operational manual and others are to be respected at all times.  ü  Working language is English. ü  Duty station is Qobeiyat, Akkar   Education and knowledge required  ü  University degree in relevant field ü  Minimum 3 years experience working with international NGOs ü  Management: accounts, financial, HR, organization ü  Computers: office pack, accounting software ü  Languages: Arabic and English   Skills required  ü  Administration ü  Finance ü  Organization ü  Proactive skills ü  Inter-relational skills ü  Motivation ü  Versatility ü  Adaptability ü  Pedagogy ü  Initiative