Field Finance and HR Supervisor - Bekaa

Position:                           Field Finance and HR Supervisor

Direct supervisor:                  Field Coordinator – Bekaa

Technical supervision:     Finance Manager & HR Advisor in Beirut

Base                                    Beirut / zahle

Main objectives

Under the supervision of the Field Coordinator, is responsible for the accounting of the base  and support in the management of the base with regard to financial, human resources and administrative issues.

Hierarchical and functional links

The finance and HR Supervisor reports hierarchically to the Field coordinator.

Detailed activities

Cash flow management, monthly accountancy & SAGA

• Ensuring the timely payment of the expenses related to the operation of the MDM programs.  
• Manager the payment in advance and have them signed by the person having the signatory.
• Before processing any payment, ensure collection of all the supporting documents, cross check that procurement procedures (MO, quotations, grid analysis, PO, invoices) and expenditure procedures are respected (all expenses are duly validated, payment by cheque is preferred…).
• Responsible for the management of Zahle cashboxes (LBP and USD).
• Responsible of Zahle Bank accounts, bank relationships & Bank communication at local level
• Keeping the accountancy through the MDM accountancy’s software (SAGA).
• Ensure that the cash/bank journal and balances are up to date at any time.
• Prepares monthly reconciliation for the cashboxes and bank books.
• Liaise with Beirut Finance Coordination regarding the Coordination accounting and cash flow questions
• Prepares the monthly field fund request along with the PM, Logistic Manager and Field Coordinator and share it with Finance coordination team
• Alerting and seeking advice from Logistic, Finance Managers and Field Coordinator in case of discrepancies (failing in respecting the procedure in term of supporting documents, advances not settled on time, discrepancy in cashbox).
• Archiving all necessary documents for monthly accountancy in accordance with MdM procedures.

Financial Management

• Prepare field budget follow-up on a monthly basis: forecast and expenses monitoring according to annual reference budget and financing plan with PM, Logistic Supervisor and Field Coordinator
• provide field budget’s analysis (check over/under consumption) for project management decisions to the Field Team
• Assisting in the preparation of new proposal with reference to financial matters (budget construction, financial parts, etc.)
• Assisting in the preparation of the annual budget of the mission according to MDM procedures (mission budget, treasury plan, allocation board, etc).
• Participating in gathering the information for financial donor report in line with their guidelines.

Human Resource Management

• Following up national staff HR’s administrative issues like preparing contracts, salary slip, and update all HR monitoring and follow up tools
• Follow-up of leaves / overtime compensation: update the data salary, prepares a monthly report on holidays / compensation and share it with the HR coordination team.
• Ensure the employees’ files are up to date and in line with MDM guidelines.  
• Send monthly the data salary to HR Advisor in Beirut for final validation

Iimplement the Conditions of Employment, Internal Regulations and salary scales at field level.

Ensure proper information/communication to the field staff about HR rules and regulations as well as any updates coming from HR Coordination in Beirut.

Being the HR focal point at Field level for all the Bekaa Staffs.

Contribute to all field recruitments and ensure fair and proper processes are respected during the recruitments.

Roll-out and monitoring the evaluation schedule (induction briefings, end of trial period, annual interview, exit interview,

etc.) of national on-site staff

Assist the Field coordinator during the disciplinary procedures along with the HR Advisor.

Revise the HR and Finance set up of the field office and suggest recruitments if needed

Stay informed about activities and project ongoing to be able to explain forecasts and expenditures

• Supervise one cleaner.  

Legal management : Legal HR framework

In close relationship with the Field Coordinator and the HR Advisor :

• Anticipates and request to the coordination renewal of all administrative agreements, licenses, permits, authorisations and privileges granted to MDM by the various Authorities

Coordination

• Facilitates the exchange of information and ensure smooth communication process between the different departments (support services / operations)
• Ensure proper implementation at field level of all HR and financial rules, guidelines or instructions sent by Beirut coordination

Other

• In charge of following up of the contracts and/or agreements renewals. To monitor and alert for timing of renewal. Have the table of contracts up to date at any time.

• Prepare and/or revise letters, agreements, or any other official document, according to the needs of the mission.
• Translate verbally and in writing when necessary

• Perform any other additional duty on request of his supervisor
• Respect MDM principles/values and do not accept gifts in form of financial or any other compensation (ex: items/materials, food, drinks) from suppliers, traders, contractors, patients/ caregivers

This job description can be modified at any time according to changes in MDM activities or in the context with prior notice and agreement between the two parties. On demand of the direct supervisor, other tasks might be added to that present list.

Behaviour:

To behave with self-restraint at all times and respect the dignity of the beneficiaries.

To believe in concepts of equity, human rights, neutrality and impartiality.

Demonstrate willingness to improve own knowledge and skills by participating in any capacity building activities.

Respect each team member’s position, work and specialty.

Adapt to special situations or demands from supervisor.

Requested Competence/Skills/Profile

• University degree (BA) in Finance, economics, business and administration or other relevant field. Master will be valued
• 2 to 3 years of experience minimum in accounting, financial and human resources/administration experience.
• Experience in NGO will be valued.
• Leadership skills with the ability to lead and motivate a team.
• Excellent interpersonal and negotiation skills.
• Ability to act as part of a multi-cultural and multi-disciplinary team
• Ability to organize and prioritize workload, using initiative when appropriate
• Ability to cope with stress, work under pressure often to strict deadlines
• Flexibility, adaptability, and patience
• Analytical and problem solving skills
• Proficient spoken and written English and Arabic.
• Cross cultural awareness and sensitivity to cultural differences
• Good computer skills on MS Office programs, especially in MS Excel.
• Clear understanding of donor compliance and traceability is essential.