Accounting Assistant

The Accounts Assistant is responsible for recording transactions into the financial software in a timely and accurate manner.S/he ensures that payment vouchers are completed, properly supported and filed in the Country Office. S/he is also responsible for all payment’s preparation, to support the finance team in the process of accounting operations, and other financial ad-hoc needs. This includes all filing works, retrieving documents, handling signed checks, recording documents received in finance, marking paid stamp in all paid vouchers, perform banking tasks as and when required.

This position will be located in Beirut, with many movements between the office and the suppliers. More than that, frequent visits to the field will be required. Working areas include but are not limited to Beirut, Mount Lebanon & North Lebanon

Responsibility #1: Banking, Cash

Working in close collaboration with the Accounts Manager the incumbent is:

Responsible for SAGA data entry for cash, banks, and adjustments needed.

Handles all cash deposits, withdrawals, foreign exchange and related banking business for the mission. Ensures that money is paid to CARE and deposited promptly.

Ensure that receipts memos raised are fully supported by a receipt, deposit slip, credit advice and details as to what the payment details.

Liaises with CARE's banking institutions and ensures that all bank statements are availed to CARE by the 5th business day of the following month. Books all debits indicated on the bank statements and followed up with the banks on unexplained debits/credits.

Ensure signatories sign bank cards whenever there are changes and submit the same to the banks leaving copies of finance files.

Follow-up the advances made to CARE Lebanon staff according to the internal guidelines and keeps the advance books and cash journal.

Maintains bank accounts ledgers on a running balance and prepares cash position summaries each time a cheque is written so that the running balance is known. Also, balance off all ledgers during month and end closing and agree on them to SAGA cash book report.

Responsibility #2: Accounting Procedure and Financial Management

Check invoices by verifying mathematical accuracy and ensuring that appropriate procurement authorization and supporting documentation are attached.

Check all payment requests for travel related expenses and advances to staff ensuring that payments are supported by the relevant documentation.

Review and ensure all salary and benefits payments for contract staff and consultants are valid and supported by current contracts.

Review and adjust outstanding advances, prepaid, accruals, for house rentals, office building rental, etc.

Prepare disbursement vouchers, checks, and bank transfer requests and ensure all the supporting documentation is attached and bank account information is correct and updated.

Prepare checks and bank transfers requests and ensure all the supporting documentation is attached and that the FC/PID is correct.

Ensure that all invoices are stamped “PAID” as soon as the check payment has been authorized and dispatched.

Support with internal and external audits.

Responsibility #3: Documentation and filing:

Submit the coding slips together with checks and other supporting documents to the signing authorities.

Collect the documents and checks once they are signed by signing authorities

Record all the signed checks on the register and keep them in a secured drawer with lock system until delivery to vendors.

Scan and copy related financial files

File all the GL coding slip as per the SAGA numbers and currency

File wire transfer requests serially

File donor grants and contracts related documents

Affix paid stamping in all the vouchers and invoices which are paid.

Responsibility #4: Any other related assignment as directed by the supervisor.

Education: Bachelor Degree in Admindstration/Finance or any other relavant field

Experience: Minimum 1 years in a similar position - NGO Experienced is encouraged

Competencies:

Excellence

Integrity

Respect

Diversity

Pro-Active Problem Solving

Stress Tolerance

Customer Focus

Strong accounting and finance knowledge

Analytical skills,

Attention to detail, ability to work effectively under time pressure

Team player, and proactive individual with ability to offer structured guidance,

Ability to ensure set and follow priorities

Proven experience of training of non-finance staff,

Proficiency in Excel and financial software packages