Financial Controller

Job Responsibilities

1.                Country Office

• Developing Field Financial and Administration Guidelines for HEKS/EPER in Lebanon.
• Assist in the development of financial tracking tools.
• Maintaining an administrative and financial office system in accordance with all HEKS/EPER’s policies and procedures, but primarily the Field Financial and Administration Guidelines (FFAG).
• Bookkeeping has to be conducted in a computerised double-entry accounting software with accrual principle.
• Maintaining a complete and structured electronical and physical documentation and filing system (bookkeeping documents, HR documents, project documents).
• Preparing, checking and submitting the quarterly reports (group reporting) to the HQ. This includes amongst others the balance sheet, income statement and cash flow forecast of the CO.
• Preparing a draft of the annual and phase country programme budget (incl. partner organisations) together with the CD and Programme staff.
• Checking, approving and settling monthly bills and monthly payroll for accounting.
• Working with the CD to formulate and implement the “Rules on Financial and Material Responsibilities” for the country office.
• Ensuring that all financial transactions of the CO are as low risks as possible: payments made via bank transfers with double signatures, trustworthy bank, separation of duties, etc.
• Working with the CD to formulate and implement the “Staff Regulations” for the CO.
• Ensuring compliance with all local legal requirements and obligations (such as tax, social security, etc.).
• Ensuring the preparation of documentation for the audit and that the audit is carried out in a timely fashion, as well as the implementation of the audit recommendation.
• Ensuring that HEKS/EPER’s procurement and logistics procedures are duly followed.
• Ensuring that HEKS/EPER’s HR procedures are adhered to and supporting the CD in all required tasks.

2.                Partners

• Upholding good relationships with all of HEKS/EPER’s partner organisations and stakeholders.
• Conducting on-site financial monitoring of partners on a regular basis. Analysing the information in the partners’ recordkeeping and reporting system and reporting key findings to the CD (and if severe to the DO). For doing so, it is recommended that the FC visit partner organisation for at least 10 days per month for checks and training. Producing financial monitoring reports and a list of recommendations to be sent to the partners.
• Ensuring that all financial transactions of the partners are as low risks as possible: payments made via bank transfers with double signatures, trustworthy bank, segregation of duties, etc.
• Supporting the partner organisations with all their questions regarding financial and administrative management. Providing ongoing technical assistance to the POs in the development of effective and reliable financial management systems.
• Training partners on HEKS/EPER’s accounting regulations, budget, administration and reporting guidelines according to the FFAG.
• Reviewing, checking and finalising partner’s budgets (including checking against price index) and comparing the partners’ accounting to the financial reports.
• Checking the partners’ financial reports and cash flow forecast, identifying problems and risks and communicating back to partners for correction/clarification as well as reporting them to the CD and PO.
• Ensuring that the CO and the partners meet all deadlines – otherwise reminding them proactively.
• Monitoring of the flows of funds between the HQ and the partner as well as between the CO and the partner.
• Assessing new partners with respect to their financial and administrative capabilities.
• Ensuring that partner organisations are audited in time and in line with HEKS/EPER’ requirements. Checking the audit reports of partners and ensuring that the audit findings/recommendations are implemented within a reasonable time.
• Ensuring that the CO and partner organisations pay all legal, statutory and tax-related obligations.

3.                Administration and Programme

• Maintaining an appropriate filing system for the project to accommodate all aspects of HEKS/EPER’s work according to FFAG.

• Supporting the Country Director in organising and conducting consultants’ and partners’ visits, training sessions and meetings.
• Ensuring the proper use and maintenance of HO equipment and office supplies, bringing any problems to the attention of the Country Director.
• Ensuring that HEKS-EPER’s capital assets inventory information is recorded.

4.                Final Provisions

The employee may be asked to perform duties and tasks not covered in this job description within the remit of their expertise as well as to provide support to other areas when necessary.

Our ideal candidate

A highly experienced professional with a minimum of 4 years’ relevant experience in a similar senior finance function in an International NGO. Proven ability for budgeting, cash flow forecasting, and financial analysis and monitoring. Excellent knowledge of all relevant national and international accounting standards. Proven capability to provide support, guidance and training to internal and external stakeholders. Excellent analytical and conceptual skills. Ability to ensure that internal and external stakeholders understand and duly follow HEKS/EPER’s procedures and guidelines. Good knowledge of relevant local laws and obligations (labour, tax, social security, etc.). Good communication skills and conversational command of English (spoken and written). Available for frequent local and national travel.