Finance & Administrative Officer

Objectives

Zoukak Theatre Company and Cultural Association is looking for a Finance & Administrative Officer who will assure the administrative, human resources, accounting and financial management of the organisation.

The position is based at Zoukak Studio, in Beirut.

Main work interfaces

• Internal interfaces

• General Manager
• Executive Manager
• Project Coordinators
• Communication Officer
• Artists
• Board members
• Volunteers & interns

• External interfaces

• Partner organizations
• International & local governmental & non-governmental organizations
• Banks
• Suppliers
• Funding bodies
• Auditors
• Travel agencies
• Ministry of Finance & Interior
• NSSF
• Lawyer

Mission 1: Prepare timely Accounting statements

• Maintain the chart of accounts;
• Prepare and record financial accounting entries (such as accruals, prepayments, fixed assets etc.) on the accounting system;
• Prepare and record receipt and payment vouchers on the accounting system;
• Maintain and create fixed assets register and update the accounting system accordingly;
• Record cash and bank related transactions;
• Perform regular suppliers’ reconciliations;
• Prepare statements of accounts when requested;
• Process closing procedures on a timely basis;
• Prepare and update on a monthly basis the capital and fixed inventory register;
• Ensure all accounts are handled on a timely manner by coordinating with the suppliers if any;
• Provides financial status information by preparing special reports; completing special projects when needed;
• Manage cash movements (transfers, advances) and the amounts in circulation, specifying the payment procedures;

Mission 2: Manage zoukak general administrative and financial aspects

• Prepare monthly tax declarations (NSSF, R10..);
• Prepare yearly budget and update it regularly;
• Present the overall yearly budget to the board each trimester;
• Evaluate the organisation’s cash-flow requirements with the management;
• Ensure all proper financial procedures and internal guidelines are correctly implemented;
• Ensure the compliance of Zoukak transactions with prevailing taxation laws and regulations;
• Follow-up the recruitment and the termination of any employees NSSF registration.
• Prepare and produce the activity reports;
• Prepare by 10th of each month the projects reports including reconciliation with the bank statements and prepare forecast of expenditures for the coming two months;
• Be responsible for, filing and archiving of administrative, accounts and financial documents.

Mission 3: Manage the activities’ administrative and financial aspects

• Prepare Personnel contracts as needed;
• Validate the cashboxes and archive invoices related to any expenditure;
• Produce financial reports for all activities and provide any needed financial data for any project on demand;
• Archive the proposal, budget, contracts, reports and any other administrative document for any activity performed by Zoukak;
• Archive the quotation and purchase requests for any transaction performed by Zoukak;
• Ensure the realized budget is in line with the corresponding contract for all running/completed activities;
• Participate in the design of the budget for new activities in cooperation with the general manager before sending to donors.

Mission 4: Perform financial reporting and ensure complaince with Law and Regulations

• Prepare projects budgets and financial reports (including Audit, MOI and MOF reports);
• Present the global financial report to the board each trimester;
• Compile and submit high quality, timely and accurate financial Data to management and donors as required;
• Perform quality and timely Financial, MIS, and other analytical reporting for the Management, Board, and concerned Government Authorities;
• Ensure that the reporting performed is in compliance with prevailing laws and regulations of the country;
• Coordinate with the external auditors with regards to audit of annual financial statements and other certifications;
• Coordinate with the lawyer for any legal aspect or issues related to the Audit or NFSS.  (bank transfers, cheques, cash).

Mission 5: manage the logistics of Zoukak Studio & Office

• Manage the stock (kitchen, office, etc.);
• Manage the materials in the studio & in the office;
• Manage logistics of the studio (organization/ cleaning/ bills/ other as needed);
• Manage logistics of the office (organization/ cleaning/ bills/ other as needed);
• Answer the phone & reception guests in Zoukak studio;
• Manage Zoukak studio calendar.

Mission 6: Manage the logistics of tourings inside and outside lebanon of zoukak and zoukak artistics partners 

• Manages international touring of Zoukak (budget/ projects proposal/ logistics/ accommodation/ transport/ other as needed);
• Manages Zoukak artistic partners touring in Lebanon (transport/ accommodation/ restaurants/ space for performance/ other as needed);

Qualifications and requirements

• Finance and Admin degree
• 3 years of experience / preferably with NGOs
• Fluent in Arabic and English. French is a plus.
• Expertise in Finance
• Expertise in Administration
• Expertise in MS. Office and accounting soft wares

Skills required

• Collaboration
• Flexibility and adaptability
• Initiative and innovation
• Self development