Finance Assistant - Beirut(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.