Finance Coordinator Assistant

List of main tasks:

Analysis of the socio-economic context

• Gather information on the development of exchange rates and prices

• Propose analysis to Finance Coordinator on socio-economic context

Team management

• Identify needs in administrations team and propose capacity building action plan to Finance Coordinator

• Train and appraise the financial administrative team in close collaboration with Finance Coordinator

• Plan and supervise the activities of the financial administrative team on request of Finance Coordinator

Financial, accounting and budgetary management

• Consolidate the mission’s monthly closing accounts

• Verify the accounts before they are sent to headquarters

• Contribute to the consolidation and check the Allocation boards upon Finance Coordinator request

• Prepare monthly frozen Budget follow up and contribute to consolidation if needed

• Train the mission’s senior staff in how to use the Budget Follow up and Operational Follow Up

• Prepare and assist with possible audits or inspections

• Integrate the new donor contracts into the financial management of the mission’s projects, adhering to Solidarités International procedures

• Prepare and supervise the Beirut monthly closing, review and integration of the accounting in Beirut

• Verify the accounting files before they are sent to HQ

• Monitor functioning costs in Beirut

• Assist in formulating budgets for new projects

Administrative management of the mission

• Review contract to partners and propose improvement to Finance Coordinator

• Coordinate paper and digital record-keeping, as well as ensuring the security of administrative documents

• Organize the quarterly mailing of administrative archives to headquarters after validation of the Internal Control Department

Cash management

• Follows the cash flows between headquarters and the mission, and ensure that bases receive supplies

• Compile and monitor cash flow forecasts and forward them to headquarters

• Manage transfers and monitor the security of funds

• Supervise the upkeep and security of cash-boxes in Beirut

• Supervise account keeping in Beirut, monitor cash balances

• Monitor bank books for the mission

Reporting/communication

• Ensure that Solidarités International’s in-country registration is followed up

• Ensure proper archiving of financial contracts and correspondence with donors

• Support Finance Coordinator in relationships with the administrative authorities at the national level.

• Take part in meetings relating to administrative aspects, represent Solidarités International when asked/delegated to do so

• Establish and maintain relationships with local and regional administrative authorities, monitor regulations in force

• Take part in meetings relating to administrative aspects, represent Solidarités International on request and/or by order

• Supervise the sending of administrative files of the closed programs to the HQ according to the defined calendar

• Ensure that administrative reports are made to the coordination according to the Solidarités administrative calendar

• Consolidate administrative packs monthly and pass on to the administrative coordinator.

• Provide to the financial coordinator with all information needed to draft intermediary and final reports

ORG CHART POSITION (reporting and functional relationships)

Line manager: Administrative Coordinator

Line report(s) on base:

Functional manager:  Administrative and Logistic Coordinator

Functional report(s):