Finance Assistant

TEAM PURPOSE: To provide effective financial management within Lebanon country programme, implementation and maintenance of Oxfam’s and donor’s financial procedures.

JOB PURPOSE: Management of the day-to-day financial matters and operational services, including maintaining an accurate financial records and reports for Lebanon Programme as per Oxfam’s standard procedures and systems, for timely delivery of key support activities and services to the programme.

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)

1. Operational and Financial Management for the Lebanon Country program

• Maintain daily cash and bank books, ensuring accurate recording of all transactions with proper budget codes and reconciliations.
• Supporting documents shall be organized in soft (on BOX) and had copies (in the office) making sure that all documents are properly filed on time (scanning documents are required).
• Scanning and filing payments related to certain donors.
• Organize, document, and archive all programme relevant documents, keep files complete and up to date.
• Prepare cheques, transfers and bank notes and get the needed for signatures in accordance with the updated bank mandate along with its supporting documentation.
• Following up daily on the online banking system, checking on daily basis the bank balances if needed.
• Prepare payment vouchers, receipts, cheques, transfers, and bank notes in compliance with Oxfam financial policies, ensuring required authorizations and supporting documentation are secured.
• Ensure that original invoices, receipts or contracts matches Oxfam/Back donor’s requirements, and securely kept in the office.
• Support in relevant documents that might be required by Auditors (soft or hard copies).
• Ensure that proper documentation is kept for returns and that credit notes are obtained.
• Ensure that payments are correctly authorised.
• Check supplier’s statements and deal with queries.
• Visits to Zahle Office and Tripoli and support team requirements (if needed).
• Review, audit, and process all the payments assuring it includes all the supporting documents: invoice, receipts, proof of payment, procurement documents, and or contract, etc...
• Prepare purchase invoice after receiving the supporting documents from the logistics department (if needed)
• Coordinate with staff in providing the support and necessary information regarding the submitted payments and inform them when they are finalized and released from our side accordingly.
• Establish payment tracker, follow up with the staff to update the status of each payment accordingly.
• Any other tasks by the line manager.

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  2. Operational Support

• Provide support and advice for Oxfam GB staff if needed.
• To ensure payments and financial transactions are in line and comply with Oxfam’s policies, local regulations, and country authorization limits.
• Participate in improving department systems, procedures, and service delivery through feedback and recommendations.
• Ensure strong communication and collaboration with finance colleagues, program teams, and logistics staff to ensure smooth financial operations.

CORE DIMENSIONS (see Standard Role Profiles)

• Handling queries (general) - wide-ranging internal and external, including detailed information.
• Supervision of day-to-day processing of transactions and provision of support as and when required.
• Manages own time to achieve own and departmental objectives.
• To choose/recommend the best solution for matters under consideration, sometimes with upward referral.
• Communicates widely within the department, with some frequent Oxfam GB contacts and/or wider external contacts.
• Contributes to the development of improvements to the department's services, procedures and systems.

  ESSENTIAL

• Self-Awareness
• Mutual accountability
• Enabling

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  In addition:

• University degree in a finance related subject or professional accountancy qualification.
• Significant experience in finance, audit and accounting with national or international NGO of similar size
• Relevant experience in using financial/accounting software packages and use of other IT software, such as Microsoft applications.
• Good communication skills – verbal and written Arabic and English.
• Ability to train and coach others.
• Good team player and builder.
• Proactive in anticipating problems and promoting the function.
• Ability to deal with people at different levels of seniority, partners and staff in country office and Regional Centre/Headquarters to ensure compliance with Oxfam GB policies and procedures.
•  Attention to detail, ability to work under pressure and can meet deadlines and to think and plan.
•  Recommends and implements improvements, Influences ways of working.
• Ability to manage time effectively and deliver results.
• Commitment to Oxfam overall aims and objectives including gender equity and equal opportunity in all areas of Oxfam work.
• Willingness and ability to travel within country and the region when needed.