Finance Coordinator

ABOUT THE STRUCTURE…

Solidarités International is an International NGO working with vulnerable populations, mainly victims of armed conflicts and natural disasters. Specialized for nearly 40 years in the coverage of vital needs, S.I. takes charge of emergency and reconstruction programs.

With respect for cultures and close to the people, Solidarités International implements its programs by combining its skills with those of its employees and local managers.

Solidarités International's teams, made up of around 270 expatriates and nearly 2200 local employees, are today present in 18 countries in Asia, Middle East, Africa and Caribbean where they are particularly committed to fighting diseases related to unsafe water but also in the essential area of food security and livelihoods.

SOLIDARITES INTERNATIONAL (SI) has launched its operations in Lebanon in March 2013 to address immediate needs of both Syrian refugees and Lebanese affected by the Syrian crisis. Ever since, SI in Lebanon has transitioned towards more integrated programs to still address basic needs but also implement developmental and more sustainable interventions in WASH, shelter and Disaster Risk Reduction.

SOLIDARITES INTERNATIONAL’s mission in Lebanon has two operational bases (Tripoli and Zahle) and a coordination office in Beirut.

The expatriate team consists of 1 staff members, while the national team represents about 115 staff members. At the time of writing, SI LEB budget volume amounts to roughly 15/16 M USD, Tripoli base counted for 60% of this amount and Zahle base for 40%.

ABOUT THE JOB

General objective:

The finance coordinator is a key member of the management team at country level. He/she will be responsible for Solidarités International financial management in-country under the authority of the country director and finance manager in HQ. The finance coordinator ensures that national legislation is adhered to, and that Solidarités International financial standards are applied in terms of accounting, financial control systems, internal / external reporting processes, in order to ensure an efficient use of resources. He/She leads, provides technical support and capacity building to the country finance staff. The finance coordinator shall alert the country director and finance manager in HQ in case some major problems arise with a potential financial impact on the mission.

The main challenges:

Rules, Regulations and Compliance:

Although SI as an international organization manages all financial matters under generally accepted accounting standards and generally accepted financial reporting, the policy and procedures might be slightly different than what the candidate has experience of. The new finance coordinator will need to quickly get orientated with the financial practices and compliance requirements of SI Lebanon (and its main donors), in line with the local context SI is dealing with.

Rapidly changing economic context of Lebanon :

Due to current financial/economic situation in Lebanon, there are immediate challenges in financial management of the country program specifically associated with foreign currency exchange, banking, and financial risks. The finance coordinator needs to remain vigilant about rapidly changing economic context of the country and take real time decisions to ensure financial sustainability of the country programme.

Coordination, Collaboration & Communication :

The finance coordinator is not only limited working with fellow finance workers, but as a senior position in finance department, he/she must also communicate and collaborate other departments within the organization as well as external stakeholders. This new team member will need to engage with all relevant staff members and stakeholders and create a professional but comfortable level of understanding to ensure teamwork.

Priorities for the 2/3 first months:

Prioritization of tasks and action plan:

After joining duty, the finance coordinator needs to analyze the immediate work requirement and to know the pending, routine and future tasks with the required timeline.  The finance coordinator needs to make a priority list to accomplish all the listed tasks in consultation with the senior management and keeping in view currently available resources in finance team.  An action plan will need to be in place within a very short time for covering at priorities and timeline for at least coming three months.

Assessment of capacity of finance team :

The finance coordinator needs to work closely with all finance staff members to assess their capacity against the tasks they are assigned with.  This can be a basis of decision making around segregation of duties and job rotation within the finance department to ensure quality output of the department.

Finance coordinator needs to come up with areas of improvement for each finance staff at coordination office as well as field office and with a documented & timebound capacity building plan.

Responsibilities and main activities:

Analysis of the socio-economic context

• Identify administrative partners
• Monitor the development of exchange rates  and prices

Team management

• Work with administrators to define administrative personnel needs during the mission and recruit according to allocated resources and Solidarités International’s operational strategy
• Train and appraise the financial administrative team
• Coordinate, plan and supervise the activities of the financial administrative team
• Lead meetings for the financial administrative team

Financial, accounting and budgetary management

• Define the expenditure cycle and authorization thresholds and ensure compliance with the purchase validation cycle
• Consolidate the mission’s monthly closing accounts
• Verify the accounts before they are sent to headquarters
• Consolidate and check the allocation boards
• Prepare, monitor and revise the mission’s financial programming
• Complete the consolidation of monthly Budget follow up and ensure that the mission remains financially stable
• Make connections between budgetary consumption and activity progress. Propose solutions if necessary
• Monitor the mission’s operating costs
• Train the mission’s senior staff in how to use the Budget Follow up
• Prepare and assist with possible audits or inspections
• Prepare and consolidate the financial sections of proposals
• Integrate the new donor contracts into the financial management of the mission’s projects, adhering to Solidarités International procedures

Administrative management of the mission

• Negotiate and draw up partnership contracts with local partners and ensure that they are followed and complied with
• Supervise paper and digital record-keeping, as well as ensuring the security of administrative documents
• Supervise the quarterly mailing of administrative archives to headquarters after validation of the Internal Control Department
• Select and contract a lawyer who will examine legal issues and limit any legal risks

Cash management

• Manage the cash flows between headquarters and the mission, and ensure that bases receive supplies
• Ensure that the cash box and coffers are well kept and that funds are secure at all bases
• Compile and monitor cash flow forecasts and forward them to headquarters

Reporting/communication

• Ensure regular financial reporting to headquarters, on a schedule defined by the administrative calendar
• Ensure that Solidarités International’s in-country registration is followed up
• Organize and run information and coordination meetings
• Produce financial reports that are in line with financial donors’ administrative procedures
• Establish and maintain relationships with the administrative authorities at the national level. Carry out constant judicial monitoring, keep up to date with local employment laws, check information collected with law firms and insert it into Solidarités International’s documentation
• Take part in meetings relating to administrative aspects, represent Solidarités International when asked/delegated to do so

• Act as a link between headquarters and the field for all matters relating to finance

ORG CHART POSITION (reporting and functional relationships)

Line manager: Country Director

Line report(s) on base: immediate assistants

Functional manager:  Finance Manager HQ

Functional report(s):  entire mission (excluding HoM) for financial matters          

YOUR PROFILE

Specific skills and experience:

• University degree in, finance, accounting, or similar field.
• 3+ years of solid experience in financial & budget management in an international NGO or non-profit organization.
• Excellent financial and analytical skills.
• Excellent communication and drafting skills for effective reporting on programme financial performance.
• Ability to manage a financial team and demonstrate leadership.
• Ability to monitor and evaluate financial skills of teams through capacity-building efforts.
• Ability to undertake serious responsibilities and to manage stress efficiently.
• Ability to operate in a cross-cultural environment requiring flexibility.
• Prior knowledge of the region an asset.

Soft skills:

Language: English, Arabic, French is a plus

SI WILL OFFER YOU

A salaried post:3090 USD
 

Vacation: 1.5 days /Month

Social and medical cover