Administrative, Finance and HR Officer

La Chaîne de l'Espoir (CDE) is a French non-for-profit association founded by Professor Alain Deloche in 1994 and currently chaired by Doctor Eric Cheysson. This international aid association is independent and impartial. It works in situations of poverty and exclusion, conflict and disaster. La Chaîne de l'Espoir was formed by a network of medical and surgical experts. As a key player in the health sector, it is committed to providing medical treatment and education to children who need it most. It also supports the health systems in the countries in which it intervenes, by building and equipping structures adapted to the local context.

Since late 2016, La Chaîne De L’Espoir has implemented a comprehensive paediatric orthopaedic surgery program with local partners in Lebanon targeting vulnerable children living with orthopedic congenital anomalies, covering local and refugee populations, by providing medico-surgical care to more than 420 children including post-operative follow-up and rehabilitation.

TASKS & RESPONSIBILITIES

General description:

The Admin/Finance/HR Officer is accountable for the sound financial, accounting and budgetary management of the programs, and the management of human resources and administrative / legal records.

MAIN RESPONSIBILITIES:

Administration

• Supervise and archive administrative records and guarantee that the status and functioning of the mission are in legal accordance with the requirements of the country’s regulations.
• Maintain up-to-date information and report on developments in NGO law and administration regulations
• Prepare partners’ agreements in coordination with the Head of Mission (HoM)
• Carry out administrative duties (such as filing, organizing travel arrangements, managing office premises, scheduling meetings, ordering business cards/stamps…)
• Collaborate on the branch priorities and projects and provide administrative support as required

Finance

• Prepare, manage and ensure proper follow up of the project budgets, financial proposals, financial reports, and fund requests
• Ensure that donor rules and regulations are adhered to in finance management
• Establish and implement national specific finance systems and guidelines, ensuring procedures are in line with CDE’s finance policies and established organizational practices
• Support HoM to achieve maximum Value For Money and make optimal decisions in supporting the community

Provide accounting for the local office and the different programs:

• Make daily payments of approved transactions, collect supporting documents, complete the cash / bank book on a daily basis, provide the monthly accounting closure, perform monthly cash inventories and bank reconciliations
• Verify compliance of accounting documents according to internal regulations and Lebanese Finance Law
• Verify partners’ justification documents on a monthly basis, issuing liquidation reports
• Contribute to and prepare for financial audits
• Prepare budget allocation and cash forecasts in coordination with the team

HR

• Support the HoM for Human Resources management and the development of a human resources strategy for the branch
• Manage full cycle recruitment, including posting, shortlisting, interviewing and reference checks
• Proactively identify and address human resources challenges
• Maintain a proper filing/archiving system for all employee documents for CDE office in Lebanon
• Ensure daily HR operations (contracts, salaries, leaves…)
• Finalize payroll system’s calculation, prepare monthly pay slips for all staff
• Enrol employees in NSSF and MoF and prepare necessary documentation (employee registration forms)
• Prepare NSSF and MoF declarations and follows up payments, ensuring it is done in a timely manner to avoid penalties

Other

• Ensure confidentiality of data and information related to patients, their care and family
• Report any security, ethical or acceptance-related issues to his/her line manager
• Translate verbally and by writing when necessary
• Participate in team meetings or any other relevant internal and external meetings
• Perform any other additional duties upon instruction given by his/her line manager or technical referent whenever applicable

TEAM RELATIONSHIP

The Administration/Finance/HR officer:

• Is under the direct supervision of the Head of Mission in Lebanon
• Liaises with CDE HQs management control officer and administrative and finance department as well as HR department as required
• Works closely with and in support of the whole team

PROFILE

Professional Training:

Degree in Finance, Accounting, Business administration or equivalent diploma

Working experience:

• Minimum 5 years of experience with international NGO in accounting and financial management
• Experience in HR management and payroll
• Experience in grant management and knowledge of relevant donors grant policies and procedures (ECHO, UN, other)

Specific Skills:

• Strong computer skills in MS Office programs, particularly Excel
• Attention to detail, thoroughness and accuracy when accomplishing a task
• Good reporting skills, with proven ability in financial report writing
• Flexibility and facility to adapt in changing situations
• Efficiency and results oriented
• Sense of team work in multicultural contexts

Languages:

• Excellent English and Arabic
• Proficient in French

CONDITIONS

Working days: Monday to Friday

The contract is for one year, to be extended pending funding availability, and depending on work performance.

Salary will be based on profile

S/he will be acquainted with confidential and personal information that require discretion.

This job description may be subject to modifications in the future, depending on the evolution of the activities. These modifications will then be defined and discussed between the employee and the CDE.

S/he might be asked to fulfil other duties of similar level as requested by the line manager.