Finance Assistant/Office Manager (Full time)

Main tasks and responsibilities of the Office Manager/Finance Assistant:

Finance Assistant Job Description:

• Assist in processing and preparing financial forms for the purpose of checking account balances, facilitating purchases, etc.
• Handle the petty cash and the daily payments
• Help in making sure that the petty cash book reconciled with IPAS transactions.
• Making sure that all invoices have their own journal number from IPAS.
• Collect and enter data for various financial spreadsheets.
• Review and audit financial statements and reports, ensure all calculations and data entries are correct.
• Assist in reconciling any discrepancies or errors identified by conversing with projects.
• Report any troubling discoveries or suspicion of wrongdoing.
• Assist the finance manager in creating financial reports on a regular basis.
• Adhere to RLS’s and BMZ’s financial policies and procedures.
• Suggest changes or improvements to increase accuracy and efficiency.
• Making sure all files and documents are organized and stamped.

Office Manager Job Description:

• Organizing meetings and managing data bases.
• Booking transport, accommodation and tickets.
• Supporting the RLS Beirut staff in organizing events, conferences or workshops
• Ordering and purchasing stationary, furniture, kitchen and cleaning facilities and everything the office is in need for.
• Dealing with the staff queries.
• Liaising with our network and suppliers.
• Organizing and inducting programs for new staff.
• Keeping the Health and Safety policies updated and in process.
• Assisting in the process of preparing the monitoring and evaluation procedures.
• Updating the staff files and keeping a record for all needed documents.
• Overviewing and following up on deadlines and the annual cycle of RLS.
• Supporting the overall performance and further development of RLS office in Beirut
• Effectively communicating relevant information to the director and the team of RLS as well as to the headquarters of RLS in Berlin.

Professional and personal requirements:

• Bachelor degree in Business/Public administration or related fields
• Minimum of 2-3 years professional experience in finance/office management or related fields preferably in the NGO sector
• Sharing the understandings and values of RLS
• Willingness to travel
• Convenience in working in an international setting
• Ability to work in a small team, conduct tasks independently and professionally
• Fluency in spoken and written English and Arabic; German is an asset
• Highly motivated, self-sufficient, well-organized