Finance And Admin. Officer

Terms of reference Financial and Administrative Officer     Main work interfaces  Internal interfaces -       Executive Coordinator(EC) -       Project Manager(s)(PM) -       Activity Coordinator(AC) -       Beirut Library Coordinator and Librarians of Beirut Libraries(BLC)   External interfaces -       Partner organizations -       Banks -       Auditors -       Funding Agencies (occasionally) -       Suppliers   Mission 1: Budget and Expenditure Management Assisting EC and PM in drawing up global budget and for carrying out a regular reconciliation between expenditure committed and the budget forecast. Assist in drawing up project budgets Management of administrative expenditures (collecting offers, coordination with suppliers, assistance in overall expenditure planning and budgeting) Preparation of monthly salary payments according to salary table approved by EC Ensure the preparation and the filing of vouchers, their accounts allocation and the recording of entries in Excel and specialized accounting software. Acounting data entry. Coordinate with external auditors on yearly audit report, project audits as well as all matters related to tax and social security payments (TVA, income tax, CNSS etc.) Be responsible for the documentation and archiving of all supporting documents related to all expenditures. Participate in preparation of contracts for outside experts and consultants    Mission 2: Cash-flow management:  Assistance in the cash-flow management to the Executive coordinator and the Association's Cashier: In coordination with the project manager and Executive Coordinator, draw up monthly forecast, optimizing the cash-flow, evaluate the organization’s cash-flow requirements with the project managers Be responsible for the management of cash-boxes at the Municipal Public Libraries and the Office in Ras el-Nabeh (available amount, balance checks, security instructions: protection of the premises, etc.). Manage cash movements, supplying the sites (transfers, advances), and the amounts in circulation, specifying the payment procedures (bank transfers, cheques, cash).   Mission 3: Monitor funding and expenditures  Based on the budgets by activity and the global budget, draw up the budgets for expenditure monitoring Updating of Project Budgets and Balances and communication thereof to the Executive Coordinator and Project Managers on a bi-monthly basis. Implementing monthly reconciliation with the bank statements and prepare forecast of expenditures for the coming 2 months. Producing the financial reports according to formats required and defined by funding bodies. Recording and documentation of incoming payments per account and project.   Mission 4: Administrative Tasks  Manage Office Cash-box Administrative communication Be responsible for the presentation, circulation, filing and archiving of administrative files of the Association, including yearly communication of required documents to the Ministry of Interior. Coordination on Beirut Libraries material and equipment needs with BLC and Librarians; organizing purchase and distribution of those materials and equipment (as per needs defined by BLC and rules set out by internal regulations document); Organize working schedule and trips of ASSABIL's driver and working schedule of Cleaning Personnel Manage the Stationary Stock for ASSABIL’s Libraries and Offices in Ras el-Nabeh: organization, purchase, distribution, refill etc. Manage and organize the Stock of ASSABIL’s various brochures, flyers and communication materials; responsible for distribution to library sites as per needs requests by librarians Other administrative tasks as per needs   Education and knowledge required   University degree in relevant field (Accounting, Business, ...)  Minimum 3 years experience working, preferably with local or international NGO   Computers: Microsoft Office, accounting software (preferably oracle, training is possible)   Languages: English and Arabic (French is a plus)     Skills required   Administration   Finance   Organization   Proactive skills   Inter-relational skills   Motivation   Versatility   Adaptability   Initiative   Team worker     Contractual conditions: 30h per week Registration with NSSF Salary:negotiable according to work experience Immediate recruitment   Please send your CV and Cover Letter by email to ali.sabbagh@assabil.com latest by July 5. 2017 Only application including a cover letter will be considered. Pre-selected candidates will be contacted.