Admin and Finance Officer - Tripoli Based

Organization:

CARE International in Lebanon

Department/Division:

Support

Unit:

Tripoli Base

Last Update:

December 20, 2018

Category:

Officer – national

Work Location:

Tripoli

Supervisor:

Line Management: Livelihoods Coordinator

Technical Management: Finance Controller

Posting Restrictions

None

Job Summary:

The Admin and Finance Officer is responsible to ensure that Tripoli base is compliant with CARE’s admin and finance procedures. He/she manages petty cash, makes regular payment for the running expenses of the base has close liaison with Beirut admin, support staff.

He/she meets strict reporting deadline to Beirut office.

Supervisees:

 Tripoli Office Cleaner

Working conditions:

This position will be located primarily in Tripoli, with occasional movements between Tripoli base and Beirut office.

Salary:

As per CIL salary scales

Employment Start Date:

February 1, 2018

Duration of Contract:

September 30, 2019  

Contract Type:

Fixed term

Other contract elements:

Benefits: Social security/Health Insurance & Transport allowance.

The direct supervisor reserves the right to adapt this job description at any time during employment according to needs.

Any extension of this contract is dependent on performance review.

Education & Certification:

Bachelor’s degree in Finance, accounting, budgeting or related subjects

Minimum Education Level:

Bachelor’s degree

Proven Experience:

Minimum 3-5 years’ experience of admin, related tasks.

Desired: experience in Finance and Accounting

IT / Software / Technical Skills:

Knowledge of standard office computer systems and software

Language Skills:

Language                Speaking                                Reading                  Writing

English                    Good                                      Good                      Good

Arabic                     Fluent/Mother tongue             Professional           Professional                       

Competencies

• Attention to details and quality of work
• Good mathematical skills and ability to work with numbers
• Demonstrate fairness and impartiality, independent and transparent
• Diplomacy, problem solving and mediation
• Ability to strictly adhere to reporting & communication lines within Care’s organigram

Detailed Responsibilities & Tasks

Responsibility #1 Admin function:

• Follow-up attendance sheets, annual leaves and other documents related to Tripoli staff and send them to Beirut office
• Monitor office maintenance and replenishment of office supplies and stationary
• Ensure a proper archiving of records for administration documents 
• Coordinate with logistics and security to ensure office premises accommodation are managed, maintained, and meet assessed required security standards.
• Maintain timely travel arrangements and accommodation of staff
• Support the administrative function of visitors; booking travel and accommodation. Ensure international travel is in compliance with donor requirements
• Prepare, accommodation, and travel invoices and prepare relevant reports
• Support in the review and issuance of expats payments such as school allowance, travel claims, and similar
• Assist with translation of documents from Arabic to English and vice versa
• Assist HR department in screening and scheduling of interviews
• Ensure proper maintenance of Tripoli office

Responsibility #2 Finance function:

• Responsible for SAGA data entry daily for cash and adjustments
• Ensure that receipts memos raised are fully supported by a receipt, deposit slip, credit advice and details as to what the payment details.
• Ensure that all invoices are stamped “PAID” as soon as the check payment has been authorized and dispatched.
• Maintain filing system and supporting documents for cash disbursement and purchase requests
• Handle all cash payments based on compliant supporting documents
• Perform and document regular cash counts
• Verify cash balances daily and report any discrepancies to the Finance Controller
• Produce a documented cash request based on needs and internal procedures
• Follow-up the advances made to CARE Lebanon staff according to the internal guidelines and keep the advance books and cash journal
• Prepare the cash reconciliations monthly
• Document and record any movement of financial documents between bases and with partners
• Support with internal and external audits
• Perform other duties as assigned

Responsibility #3 Partnership:

• In coordination with the grants department, link with partner to collect timely required documentation
• Perform a first review partner financial reports, checking for accuracy and completeness
• Provide training to CARE partners upon request on simple cash book management procedures

Responsibility #4 Archiving and Reporting:

• Send by the 3 of each month SAGA cashbook
• Consolidate a biweekly finance and admin report to ensure all ongoing issues, needs and requests are shared with the Beirut support team
• Attend Beirut biweekly support meetings upon request
• Produce a follow-up analysis of the running costs
• Organize and maintain secured archive for financial documents.
• Keep up to date and share biweekly with Beirut an electronic record of archives

Ensure a proper archiving of records

Perform other duties as assigned by the line manager