Finance And Administrative Assistant

Terms of Reference Finance and Administrative Assistant - Lebanon   Purpose of the job: The Finance and Administrative Assistant will ensure all the financial, administrative and procurement tasks of the DCA office in Lebanon as well as monitoring and support to partners implementing DCA funded projects. Main tasks:   Project Financial Management Assist FAC/FO in RR office in the initial assessment of partners financial Capacity in cooperation with PO’s. Collect and Quality assure partner budgets at project proposal stage in close coordination with FAC in RR office. Send and collect transfer acknowledgement letters. Assist FO in RR office in the financial monitoring of projects implemented in Lebanon/Syria. Assist FO/APO in RRJ office in ensuring that implementing partners are following a functioning and transparent financial administration and procurement systems and that the partners are following DCA’s procurement manual when required. Ensure all DCA and back-donor financial guidelines and requirements are respected by implementing partners in Lebanon/Syria. Jointly with the project coordinators; assist FO in RR Office in the ensuring that financial reports and documentations are submitted on time. Assist FO in RR office in reviewing the Partners financial reports and relevant supportive documents. Make sure that partners submit final report and final Audited financial reports on time. Work with Auditors when needed when conducted on DCA supported projects. Apply the DCA partnership steps and procedures.   Administration and Running cost Ensure an effective internal control system that is integrated and observed within the Lebanon office budget financial administration system.. When required Compile monthly, quarterly, interim (whenever needed), bi-annual, and annual financial reports of the Lebanon office budget. Manage the Lebanon petty cash portfolio of the office. Ensure that DCA’s Lebanon petty cash balance account is properly registered and replenished and reported to APO in RR office on a monthly basis. When required, work with Auditors for audit conducted on office expenses Prepare and implement fixed asset and goods received registry and disposition sheet and timely report to Finance and Admin Coordinator / RR office Ensure payment of bills: electricity, water, and internet. And yearly contracts i.e. Rent, are paid on time and valid. Vehicle – maintenance and insurance Keep track of autolog sheet of DCA’s Lebanon Rent Car and send a consolidated sheet to APO in RR office on a monthly basis. Ensure that all office equipment and furniture are in working condition and take corrective actions immediately during malfunctioning after checking with RR and Admin officer for Budget availability. Coordinate with IT consultant to fix IT equipment Backup server/ data Develop and manage an effective document filing system based on DCA Administrative guidelines. Shall maintain all Administrative files and records Uploading documentation and required documents on the intranet when needed When required, support the logistical arrangements for field visits to DCA staff and DCA-relevant people like journalist and delegation. When required, support the logistical arrangements with supplier and partners. Update and maintain mailing lists. Maintain front desk area, keeping it clean and free from clutter   Other Responsibilities:   Maintain appropriate interpersonal relationships with employees, peers, and consumers. Bring to the attention of the Lebanon Programme Manager and RR any misuse or mishandling of DCA office resources. Bring to the attention of the Lebanon Programme Manager and RR any misuse or mishandling of DCA office resources. Sharing the Program manager and DCA senior management with any necessary information regarding the running of implemented projects Acts as back-up to team members not present. Any required tasks within the frame of capacity.     Qualifications: A degree in Accounting, Finance or Business administration. 2-3 years of experience in a related field preferably in NGO. Fluency in Arabic and English Good IT skills especially in Microsoft office applications.