Finance Assistant - Beirut and Zahle (FINA-2024)

Major Responsibilties and Duties:

Finances and Accounting

Involvement in the day-to-day accounting functions of the programme including, but not limited to:

Banking and Cash flow:

• Request cash to ensure USD and LBP are always available.
• Make sure that Cash in safe don’t exceed the ensured limit.
• Doing regular cash reconciliations, report discrepancies.
• Conducting regular visits to the bank and OMT do transfers or getting receipts.
• Conducting first review and checking for time sheets and OMT PDFs before it is delivered to the officer for the second review.
• Prepare post back sheets for safe transactions.

Posting

• Update officer with pending Cash PDFs by the end of each month.
• Follow up with requestors to make sure they close their PDFs.
• Prepare post back sheet for cash transactions accurately using the correct dimensions.
• Assist the officer in preparing post back sheets for payments.
• Adjust post back sheet as per PMs/managers comments before posting.

PDF

• Share PDF templates with new staff.
• Making sure all PDFs are signed and approved before proceeding with payments.
• Ensuring all cash PDFs have the supporting documents attached.

Audits and Verification visits

• Assist in preparations for the audits and verification visits.
• Being available during audits to prepare requested documents by donors and/or auditors.
• Assist in checking all documents are complete and good looking before showing to the auditors.
• Make sure all PDFs are stamped as per donor’s requirements.
• Apply changes that are needed to be done on the PDFs before audits.

Administration

• Making sure all PDFs and supporting documents are available and stamped according to Donors, HQ, and auditors’ requirements before scanning.
• Scan and archive documentations.
• Receive the transaction list generated by the accounting system and stamp each PDF with new transaction number  as reference before scan and file

Communication

• Proactively engages with counterparts in other teams
• Ensure colleagues are informed of the required finance procedures and be available to answer any finance related questions and to provide coaching and guidance as necessary.
• Adapt communication style to be appropriate to the receiver.
• Aware of impact of communication.
• Intentionally creates space for diversity of people and approaches.

Systems

• Use SharePoint, Portfolio and other operating systems and procedures, ensuring that all standardised formats are used and guidelines are followed
• Regularly see where improvement can be made and put them into practice

Self-Management

• Ensures values of integrity are followed.
• Manages own stress patterns.
• Knows own boundaries and limitations.
• Able to prioritise both maintaining relationship and tackling issue.
• Ensures norm of respect is followed.

Qualification / Experience:

• Bachelor’s degree in accounting, finance, or business management or mix of experience and degree
• Relevant professional experience in a financial position at an NGO for at least 1 year
• Prior experience with donors’ requirements and NGOs
• Experience in dealing with banks, foreign currency offices and other financial institutions.
• Experience in drafting spread sheets, database programmes, financial reports, etc.
• Able to manage, develop, and support staff.
• Very good written and spoken English and communication skills.
• Advanced Microsoft excel skills, PowerPoint, and Outlook
• Analytical skills and accuracy
• Enthusiastic with a ‘can-do’ attitude
• Able to develop and maintain effective relationships with internal and external stakeholders.
• Diplomatic and discreet
• Good communication skills and teamwork
• Able to work under pressure and manage personal stress levels and meet regular deadlines.
• Able to effectively communicate cross-culturally.
• High numeracy skills
• Excellent attention to detail
• GOOD INTER-PERSONAL AND CONFLICT RESOLUTION SKILLS
• Good understanding of humanitarian issues
• Strong organisational skills and the capacity to analyse and prioritise needs.