Finance & Admin Assistant

Job Purpose   The purpose of this job is to have a new team member who will be enthusiastic and interested in growing with the programme. The Finance and Administration Assistant will support Alert’s work and contribute to the programme’s impact and sustainability by supporting the team’s finance and office administration. You will also oversee the organization and logistical management of key project activities, such as local and international conferences, trainings and research activities. You will be a skilled self-starter, who is impeccably organized and fluent in Arabic and English (French is a plus). You will have experience in finance and office administration and you will enjoy working with a team while also having the ability to work independently. Duties and Responsibilities   Office Finances Maintaining office accounts in accordance with Alert’s finance systems and donor requirements (e.g. a basic cashbook and/or petty cashbook); Carrying out institutional payments and other statutory obligations such as income tax, NSSF in accordance with Lebanese law as required; Producing monthly and quarterly financial reports; Producing expenditure forecasts as required; Ensuring that all expenses are authorised and efficiently processed; Overseeing petty cash; Supporting the implementation of sub-contracting agreements, partner financial assessments and support to NGO partners in the management of funds; Supporting the production and management of budgets; Ensuring financial reports are compliance with legislative and donor and Alert requirements (including project audits).   Office Administration Systems Implementing and monitoring compliance with relevant policies and systems (e.g. procurement policy, office health and safety policy); Managing and maintenance of the office to ensure full and consistent functioning (e.g.: keeping office supplies in good order; ensuring that the rental agreement is kept up-to-date and facilities such as water, electricity, AC units, telephone and internet systems etc. are maintained and functional; managing contracts for cleaners and maintenance, etc.). Negotiating best value for money contracts with suppliers and office insurance policies; Managing computer equipment, office supplies and other project assets; Maintaining an inventory of all Alert assets; Ensuring that communication systems are in good working order; Monitoring the security situation and keeping Finance and Administration Manager up-to-date; Monitoring and regularly updating International Alert’s Lebanon security policy.   Human Resources Co-ordinating briefings and inductions of new staff and consultants; Supporting Alert Lebanon compliance and best practice in HR practices; Support to Finance and Administration Manager with all aspects of HR management; Implementing annual salary benchmarking reviews.   Legal support: Leading on the registration of new staff with NSSF and Income tax/ Arrange NSSF and Income tax payments Follow up with lawyer on working permits for expats   Travel requirements The post is based in Beirut with potential travel in the MENA region.     PERSON SPECIFICATION   Talents   At Alert, we have introduced Talent Management to our business model as we believe talented people are crucial to the success of our work.  We believe all individuals are talented and success comes in matching the right talents to the right roles.  For this role, the skills, qualifications and experience listed below are important, but we believe that to be great in this job you are likely to have a talent for building and sustaining strong working relationships.  This will enable you to build friendly relationship with highly committed colleagues and manage expectations. At the same time you will need to combine being well organised in your thinking and work, with being flexible enough to meet the different kinds of demands and challenges you will face. We expect you to be enthusiastic about the organisation’s mission and work but also allied to the calm ability to juggle several balls at the same time, have an appreciation of working in a multi-cultural environment, and be equally comfort with the big challenging tasks and the small, mundane ones. . These are the talents we will be looking for above all else.         ESSENTIAL REQUIREMENTS     Qualification in accountancy /administration   At least 2 years’ experience in finance and admin management for an NGO project/office in Lebanon   Management of funds from international funders   Fluent in Arabic and English, and communicates clearly and effectively Supervision, organization and monitoring of project logistics Demonstrates the ability to take the initiative Excellent knowledge of Microsoft Office applications, Excel and Word Good team member Ability to work evening and weekend hours when necessary Enthusiastic to be part of a new and growing project and understands the ideals and vision of Alert Very well organised Proven knowledge and understanding of programme cycle management, information management and reporting Strong analytical skills A clear commitment to the mission and vision of International Alert         DESIRABLE REQUIREMENTS   Understanding of Lebanon’s legal requirements for NGO management Management of relationships with partner NGOs     SUMMARY TERMS AND CONDITIONS   Annual Salary Competitive annual salary based on our salary scale for Lebanese nationals Benefits Private Medical insurance and NSSF Leave entitlement 25 working days per year plus Lebanon statutory holidays. Notice period There will be an initial three months probationary period during which notice will be 15 days on either side. On successful completion of the probationary period notice will be one month. Working hours Full time staff are expected to work a standard 40 hours per week, a maximum of 48 hours per week, with some flexibility around start and finish times to be agreed with the line manager. All staff are required to work core hours10am–4pm.