Financial and Administrative Officer - LEAD

Financial and Administrative Officer

a. Required qualifications, competences and experience

Formal Education

University Degree (preferred in Business Administration or similar)

Professional Experience

At least 5 years of pertinent experience

of which at 3+ years of experience with donor-funded projects (NGOs, INGOs, etc.)

in-depth understanding of financial planning and accounting; broad experience of project’s financial management and administration

working experience with/in a public administration and or municipality is a plus

Other knowledge, additional competences

Arabic native speaker, very good knowledge of English language; German is a plus.

good working knowledge of ITC technologies and related software (e.g. Outlook, internet applications) etc.  and computer applications (e.g. MS Office, Excel, Power Point; knowledge of SAP is a plus).

Gender sensitivity expected (training in Gender Mainstreaming is a plus)

ability to work autonomously and attention to detail, while keeping the overall framework in mind

strong team player; very good interpersonal skills, sound ability to work with a multi-cultural team

well organized, solution-oriented, high level of independence, pro-active, reliable and innovative

willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

ability to travel inside Lebanon and abroad as needed by the programme.

b. Responsibilities

The position holder is responsible for:

ensuring the financial administration and monitoring of LEAD Lebanon and of selected partner projects, as part of LEAD portfolio, in compliance with all relevant financial and administrative regulations (GIZ’s rules and regulations, internal control manual, Lebanese law etc.)

ensuring smooth functioning management of financial administration, such as cash withdrawal, keeping the cashbook, bankbook, bank account, preparing and verifying vouchers in line with GIZ standard procedures and systems/programs and in accordance with the signed authorization agreements

assisting the programme with events, logistics, office management and other administrative tasks

ensuring good communication and flow of information within the programme and with relevant GIZ offices

ensuring systematic filing of documents in reference files in line with GIZ filing rules and regulations

ensuring procurement of goods and services, supporting with contracting and follow-up, in accordance with GIZ’s guidelines, rules and regulations

maintaining and keeping the LEAD journal and monitoring bank transactions (if needed)

keeping the inventory list using the related GIZ software

treating information confidentially, especially in the area of personnel and finance.
 

In this context, the position holder fulfils the following tasks:

c. Tasks

Financial responsibilities

ensures a smoothly functioning management and monitoring of financial administration

coordinates regularly with GIZ Country Office for payments, bookkeeping and other finance aspects

checks all project invoices according to contracts and makes sure they are aligned with the contracts clauses and terms, in coordination with the management, technical advisors and selected partners

prepares all project vouchers, documentations and annexes to be transferred to the GIZ Office for payment

prepares for internal control sessions according to the internal control manual conducted by GIZ Office Lebanon and GIZ HQ Audit Unit; follows up on recommendations of internal control reports

prepares and handles bank and cash payments, handling project in separate journal (if needed); monitors bank account operations; monitors cashboxes and safe contents and keeps lists updated (if needed)

handles and keeps updated project inventory list using GIZ system

ensures that all receipts needed for the accounting are submitted on time by local partners and team.

Procurement of goods and services

procures respectively supports the procurement of goods and services including consultancy contracts

follows up on consultancy contracts and cooperation agreements, including financial reporting in line with the deliverables and preparation for payment via GIZ Office

ensures proper filing for procurement of goods and services (according to the internal control manual)
 

Office management and administrative tasks

organises administrative and logistical aspects of activities

supports team members and selected partners with travel arrangements and cost settlement

conducts regular office duties (e.g. relevant correspondence in Arabic and English, receiving visitors and answering queries on project related issues, arranging appointments and maintaining calendars, regularly drawing up a list of forthcoming meetings and events, etc.)

is responsible for systematically filing documents and updating the soft and hard copy project files

prepares and organises information materials and documentation, as needed

participates in internal and external (team) meetings, including writing minutes, as needed

monitors and ensures the availability of stocks and consumables

creates and maintains important contact addresses (partners, services & procurement etc.).

Event management:

prepares and organizes project related activities of LEAD and selected partners, in agreement with LEAD management, such as conferences, workshops, trainings, internal meetings, team buildings etc.

organizes logistics of activities of LEAD and selected partners (accommodation, travel arrangements etc.)

prepares missions of LEAD staff and external partners, including logistics and info folders

supports regional activities organizationally and logistically (Lebanon and abroad).

Tasks related to LEAD projects

supports contracting partners and others with training on financial handling, elaborating budgets etc.

organises and coordinates project support staff and works well with them

coordinates missions of LEAD staff with the Risk Management Office in Beirut
 

Other duties/additional tasks

assists in and/or carry out other tasks at the request of management

regularly checks the changes in GIZ Orientation and Regulations Tool (O+R) in relation to field of work

immediately reports all problems involving finance and regulations to superior, suggests approaches for problem solving.
 
Description of the programme:
 
Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ), on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ), implements the programme ‘Strengthening Women in Decision Making in the Middle East’ (LEAD).
In order to promote a more balanced involvement in local development, the programme aims at strengthening women’s political and effective participation in decision-making in selected communities in Lebanon, Jordan and the Palestinian Territories. It works in three complementary fields of action:
1) Promoting women in local politics and local government; 2) Promoting a gender-sensitive environment in local governance through the implementation of recommendations resulting from gender audits in municipalities; 3) Supporting gender platforms and networks that coordinate the objectives and activities of concerned actors and civil society (in Lebanon and regionally). These fields of action are aligned with the Lebanese national strategies and objectives and are being adapted in a flexible manner to the country’s specifics.
Currently an additional module is being prepared, in addition to the existing LEAD programme’s components. The topic of gender based violence will be probably added to the programme’s overall scope.