Admin and Finance Assistant - Part Time

The Admin and Finance Assistant works under the supervision of the Admin and Finance Manager. He/she works on a part-time basis at Mada’s central office in Beirut.

Main Tasks and Responsibilities

Support Preparation of Accounting Statements

• Ensure proper archiving
• Process all payable transactions
• Prepare and record financial accounting entries (such as salaries, accruals, prepayments, fixed assets and others) on the accounting system.
• Maintain and create fixed assets register and update the accounting system accordingly.
• Record cash and bank related transactions.
• Perform regular suppliers’ reconciliations.
• Prepare statements of accounts when requested.
• Process closing procedures on a timely basis.
• Prepare and update on a monthly basis the capital and fixed inventory register
• Provides financial status information by preparing special reports; completing special projects.

Data Entry and Archiving

• Document and file accounting transactions (soft and hard copies) financial as well as administrative documentation.
• Secure financial information by completing database backups; keep information confidential.
• Maintain a filing system for all the monthly vouchers; maintain a filing system for the admin related documentation of contracts, quotations and purchase requests.
• Compile invoices related to the expenditure of activities.

Support Auditing Reports Preparations

• Understand and ensure the compliance on prevailing taxation laws and regulations.
• Ensure that the reporting performed is in compliance with prevailing laws and regulations of the country as well as donors’ regulations.
• Coordinate with the external auditors with regards to audit of annual financial statements and other certifications
• Compile and submit high quality, timely and accurate financial to management as required

Administrative Operations

• Prepare employment contracts for new staff based on ToR
• Implement purchases following the purchase order system and adequate logistics procedures
• Update on a monthly basis the inventory records

Skills and Experience 

• BA in accounting and/or finance
• 2 years of experience (preferable for an NGO (admin/finance/accounting))
• Computers: office pack, accounting software (Dolphin)
• Languages: Fluent in English and Arabic