Administrative And Finance Officer

Magna Children at Risk (MAGNA) is providing medical care for children and their families in times of humanitarian crises, conflicts, epidemics, famines and natural disasters. MAGNA creates medical humanitarian projects aimed at saving lives and alleviating suffering to those who are at risk. MAGNA’s humanitarian and development programs have been currently implemented on three continents - Africa, Asia, America, in eleven countries (Cambodia, Kenya, DR Congo, South Sudan, Lebanon, Syria, Haiti, Nicaragua, Vietnam, Philippines, Myanmar), where in 27 projects and in over 70 health facilities in the world, offers medical, nutritional and psychosocial assistance to people, especially children in need.   MAGNA is looking for: Job Title: Place of Work: Administrative and Finance Officer Beirut with occasional trips to field Reports to Field Project Coordinator and relevant OCB management         Position Summary: The Administrative and Finance officer is responsible for the overall management and administration of finance and human resources activities at base. This will include preparation and analysis of monthly report on accountancy and human resources as well as the general working situation on the base and sub-bases. Administrative and Finance Officer is responsible for coordinating and carrying out financial, administrative and logistics services aimed at ensuring effective, efficient and accurate financial budgeting and asset protection, TASKS AND RESPONSIBILITIES: Objective 1: Ensure appropriate administrative, financial and budgetary management of the duty station and field and sub-bases Cash management: Prepare the monthly treasury sheet for each used currency. Prepare and ensure the timely submission of forecast of expenditures. Conduct a daily management of cash boxes, maintain an updated cashbook for each petty cash box, record immediately every single transaction IN/OUT of the cashbox in the cashbook, ensure the cashbooks balance reflect at any time the actual amount of cash kept in the cash boxes. Payment of salaries, incentives and per diems Monitor cash flow on a daily basis, forecasting cash flow based on the work plan by the program, making sure that all parts of the organization have enough cash to pay for their activities and advising the management on investing any cash reserves Payment and close follow-up of utility bills and other recurrent expenses, maintain basic tables (contract follow-up, rents and insurances, subscriptions, service contracts, etc.) Responsible for quality of vouchers: ensure they are in strict compliance with MAGNA standards and Finance guideline. Ensure that the funds are available in the base to accommodate project needs and settle obligations. Coordinate request for unresolved fund issues. Accountancy and finance management: Receive validated forecasts of expenditures for the month. Responsible for the cash payments and reporting into MAGNA accounting software Responsible for the good documentation, cash control, and the correct used of accounting codes Responsible for budget follow up and the correct used of all the donor codes Responsible for filling all financial documentation for cash and expense management for the duty station Assist in cash planning and forecast for the duty station Responsible for elaboration, maintenance, and reconciliation of cashbooks Ensures that MAGNA procedures on finances and accounting are properly followed Follow up monthly expenditures of the duty station in coordination with the Field Coordinator and Financial Manager at HQ Provide financial reports and forecasts Follow up of all expenditures in coordination with the Field Project Coordinator Ensure all payments, purchasing as well as validation and control of receipts to suppliers are complying with MAGNA financial guideline, Prepare request for payments by cheque / bank transfer, for the Field Project Coordinator To visit field project sites to check and to verify expenditures and support them in their capacity building /strengthening. In coordination with the Field Coordinator and Financial Manager at HQ ensure all financial reports are checked for accuracy before they are submitted to local donor In coordination with the Field Coordinator negotiate any changes to the property contract, or improvements to the property, with the landlord Preparation of bank reconciliations for all the bank accounts and present them to Field Project Coordinator for approval Preparation of support documents e.g. time sheets, contracts, vouchers then preparing the financial reports in liaison with field offices and ensure that all financial reporting deadlines are met Carry any other duties as may be directed by the Field Project Coordinator and HQ management To perform any other work related duties as required.  Objective 2: Ensure appropriate Staff management in the base and sub-base Prepare employment contracts, end of contracts; arrange insurance for all staff. Supervise staff attendance/ maintain leave record and balances for all staff. Prepare payrolls Manage any HR request Participates to qualitative appraisal and development planning processes. Participates in the organization of training sessions and registration processes. Supports a proper and fair dismissal process Assures documentation supporting qualitative end of contract process respecting legal requirements. Assist in the supervision of all movements of personnel from/to mission/project/home and all related formalities (briefing, visa, accommodation, trial period, extension of mission, early return, etc.) Act as a liaison between the MAGNA’s Lebanon employees and the MAGNA management. Coordinate needs of the base and sub-base for additional personnel, facilitate and document recruitment and hiring Process and forward original information of the hired candidate for centralized personnel files in Lebanon. Follow up the administrative information concerning the international experts posted in the duty station. To advice MAGNA management on HR policies in accordance with law and general practices in Lebanon. To perform any other work related duties as required.  Administrative and legal framework Applies MAGNA policies and procedures; makes sure working conditions are in conformity with legal requirements. Takes responsibility for all correspondence and filing of administrative documentation. Keeps personal files up-to-date at all time Prepares registration of employees to Social security & Tax office and related payments. Prepares all correspondence with local authorities (i.e. tax offices, ministry of labour) Assures documentation supporting qualitative end of contract process respecting legal requirements Prepares contracts in conformity with legal requirements To attend any meeting related to his/her areas of responsibility Maintains and updates the Projects Administration records Prepares monthly office running costs Ensure that office equipment and facilities are in good working condition at all times. Provide logistics support for workshops, seminars, meetings, away days, interviews, etc. by arranging appropriate venue and ensuring timely provision of all required materials to support the event (e.g. stationeries, workshop materials, meeting packs, booking venues, meals, etc.), and provide hands-on support for some selected events Coordinate travel arrangements by making and confirming reservations for transportation and accommodation by arranging purchase of travel tickets for staff, partners and consultants as and when required (in close collaboration with Country Operational Manager). Efficiently plan car and driver schedules balancing transport needs of staff with car and driver availability in an efficient manner Collect quotations to enable the comparison of prices, specifications, and delivery dates in order to determine the best bid among potential suppliers and service providers Provide weekly updates to the Field Operational Coordinator on activities, including vehicle status & periodic maintenance schedule Other duties that may be assigned  Requirements: Masters Degree/Diploma in Business Administration/Accounting/Economy/or Finance Three years working experience in the field of Finance and at least 3 years experience working with NGOs, other international agencies Good Budget Development Skills Strong information technology skills (computer skill excel, word and good knowledge of an accounting software) Fluent in written and spoken  Arabic and English obligatory, French is an asset Excellent interpersonal skills and team working with different groups and nationalities Good Management and Communication Skills Submission guidelines: Interested applicants can send only their CV and relevant documents by email, to address coordination@lebanon.magna.org. The email subject line MUST include in the title of email the following to be considered: “Administrative and Finance Officer”. We thank all applicants for their interest but only short listed candidates will be contacted. Please ensure that you provide appropriate contact information (e-mail, mobile, etc.) and references. The closing date for submission is (17.00hr) 30h September 2016. Interviews will tentatively take place between 3rd and 7th September 2016. E-mails without job title and received after deadline will not be reviewed.