Country Finance and Administration Officer (LRC staff seconded to the Danish Red Cross)

Main Role:

The Country Finance and Admin Officer position in Danish Red Cross (DRC) forms part of the Country Office.

The Country Finance and Admin Officer works closely with the Lebanese Red Cross (LRC) to ensure effective and timely financial management of Danish Red Cross (DRC) supported programmes. This includes Budgeting, Reporting and accounting of Lebanon Country office.

The Country Finance and Admin Officer also assists the Country Manager in administration tasks and ensuring effective, timely financial management of the Country Office expenses.

Essential Responsibilities and Duties

Financial Management of Programmes

• Coordinate and assist Country Office in preparing annual and quarterly programme budgets and financial reports to the donors and ensure that the donor specific guidelines are adhered to.
• Coordinate with DRC International Finance Officers on the creation of country-level grants and projects within the DRC accounting system.
• Control and monitoring of programme budgets and expenditures and ensure compliance with donor and DRC requirement.
• Scrutinize DRC country project and programme financial reports and proactively support the DRC Country team and LRC to timely submit complete and compliant reports including LRC, CO, RO and HQ to the DRC Regional Office in accordance with DRC SOPs.
• Provide input to the financial overviews of the DRC country project and programme portfolio and follow up on grants allocated to the DRC country.
• Support LRC in the development of (and adjustments to) contracts and agreements, activity plans and financial reports and budgets.
• Undertake quality control of cash requests and quarterly financial statements submitted by partners through the responsible delegates and other staff.
• Process the payment of cash requests from National Societies / LRC in the DRC payment system. 
• Under the supervision of the RFM, coordinate with LRC the yearly financial and performance audits, including tender process for local auditors and ensure that guidelines are followed.
• Coordinate with DRC Regional office on projects closure
• Data processing into DRC finance software for the reports received from LRC.
• Prepare and periodically update grant income and expenditure budget for the overall programmes in the country.
• Periodically undertake field visits to provide on-site support and financial management capacity development of HNS and, where necessary, also the DRC Country Team.
• When requested, and in agreement with Lebanon CM to extend support and advise to other MENA countries.

Country Office Financial Management

• Ensure monthly reporting of Country Office Accounts including reconciliations as pe DRC templates and requirements.
• Maintain financial records/documentation and an appropriate and efficient financial filing system according to DRC filing guidelines.
• Processing DRC Country Office payments and, if applicable, work flow (internal) invoices.
• Coordinate the preparation of annual plans of actions to address audit findings following the external audit reports and DRC internal monitoring visit’s recommendations (if any);
• Booking of all entries into the DRC accounting system.
• Manage cash flow to Country Office.
• Follow-up on time registration on project budgets by staff at DRC HQ and the DRC Regional / Country Office on a monthly basis.
• Prepare the quarterly Consolidated Financial Program Reports.
• Ensure correct posting of transactions booked on programmes.
• Develop and monitor the Country Office Master budget through a monthly or quarterly budget monitoring/reporting process.
• Ensure that delegates monthly time registration is approved by CM and submitted to HQ
• Monitor the country grant portfolio by preparing periodically an overview of the grant utilization

Operational Roles and Responsibilities

Support to CM / Program Delegates

• Advise CM on all matters related to programme and Country Office finances and constantly maintain an overview of the country finance situation.
• Ensure transfer and accounting in DRC finance software of Delegates working advances.
• Advise on and support the preparation of appropriate and timely financial reporting of delegates and Country Office
• Support to Delegates on financial administration procedures and matters

Administration

Purpose of administration part is to ensure the efficient and timely execution of all administrative processes needed to support the DRC Lebanon country office staff and to work closely with DRC Regional Administrative officer, and to support Projects, finance and HR functions that are conducted at country level, so that Lebanon programmes are implemented as effectively as possible

• Ensure that Country Office and Delegates apply DRC administrative procedures and policies.
• Maintain administrative procedures in the Country Office up to date, including financial filing system.
• Responsible for IT management.
• Stay informed of Government rules and regulations relating to financial management and administration (including HR management) in country.
• Manage delegates’ apartments and all aspects of the DRC guesthouse in Beirut
• Liaise with LRC staff and LRC different departments for issues related DRC projects implementations
• Maintain the inventory of property owned by DRC in the country
• Make all the administrative arrangements for country meetings, visits and other events hosted by Lebanon Office
• Administer the framework contracts for necessary services at country level such as translation, car hire, and taxis;
• Support the provision of IT equipment from DRC HQ to new delegates, and of mobile phones and sat-phones, etc.
• Support staff travel, including visas and hotel accommodation in the country;
• Initiate procurement of small items and equipment needed by CO, with the support of the DRC MENA Regional Logistics or admin officer
• Support delegates through liaison with RO admin officer and IFRC staff managing the lease contracts for delegates’ accommodation
• Ensure DRC staff have the necessary mobile phone equipment and network access, and monitor official phone bills
• Provide backup for DRC MENA RO staff if requested, particularly in the support areas of finance, admin and logistics.

Function Specific Experience

• Experience in preparing budgets, cash flow statements, financial reports and financial plans
• Experience with handling administrative assignments
• Full proficiency in Microsoft Office and advanced proficiency in excel
• Knowledge and experience of accounting software package

Industry Related Experience

• Excellent communication, planning, facilitation and coordination skills.
• Ability to monitor budgets and plans
• Good cultural understanding and the ability to build confidence with partners
• Excellent networking and facilitation skills