Finance Manager – Lebanon

Heartland Alliance for Human Needs & Human Rights   Finance Manager – Lebanon Job Description   Job Classification: Finance Manager (FM) Reports To:                           Lebanon Country Director Location:                               Beirut, Lebanon Closing Date:                        9 August 2013   About Heartland Alliance: Heartland Alliance (HA) advances the human rights and responds to the human needs of endangered populations—particularly the poor, the isolated, and the displaced—through the provision of comprehensive and respectful services and the promotion of permanent solutions leading to a more just global society. In Lebanon, HA provides holistic services focusing on psychosocial support, violence prevention, livelihoods strengthening and social cohesion to diverse vulnerable populations affected by the Syrian refugee crisis, including women and girls, Lesbian, Gay, Bisexual, Transgender and Intersex (LGBTI) individuals, and survivors of Sexual and Gender Based Violence (SGBV), torture and trauma.   Summary: The Finance Manager provides oversight to and assumes responsibility for all finance and administrative work led by Heartland Alliance (HA), including finance and budget and human resource administration. This includes, but is not limited to payroll, payments to vendors, oversight of day to day budget and expenses, financial tracking (past,  present, and future projections), co-developing budgets for proposal development, maintaining HR files, liaising with NSSF and national tax authorities, and ensuring compliance with local laws and contractual obligations. The general purpose of the job is to ensure quality services through effective financial management and policy compliance. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below. The FM reports directly to the Lebanon Country Director.   Essential Duties and Responsibilities:   Finance (60%) • Ensure the achievement of financial expectations/requirements from multi-lateral donors, including preparing reports and audit documentation. • Responsible for timely and accurate financial statements and bank reconciliations • Ensure that all financial documents requested by HA Headquarters in Chicago are delivered in a timely manner • Responsible for final review and submission of monthly expense reports and financial projections to ensure staff operations are adequately funded • Ensure all proper control procedures are implemented • Ensure audit recommendations have been implemented • Work closely with HA’s US based Financial and Accounting Services (FAS) to develop financial controls and processes/procedures and ensure correct implementation in the country offices • Oversee compliance of all purchases and procurement carried out by international programs staff • Ensure all expenses are reasonable and allocable, and conform to HA Accounting principles and guidelines • Be responsible for proper documentation of all financial and bank transactions and maintain records that are audit-ready • Act as key member of HA by contributing to overall strategy and providing financial information to ensure well-informed decisions are made. • Train sub-grant recipients and partners in basic financial management procedures and manage financial reports from partners • Create budgets for proposal submissions.   Administration and Human Resources (20%) • Work with Country Director to prepare all national staff employment and consultancy contracts, in accordance with national law and HA regulations • Work with Country Director and lawyer, if necessary, to ensure compliance with local labor, immigration regulations and other matters (e.g. registration, taxation, severance) • Lead the performance evaluations of finance and administration staff, if applicable • Ensure adequate, confidential, and proper documentation of all personnel files in accord with HA guidelines and funder requirements  • Maintain time keeping records and monitor implementation of accrued time off and other related policies. Maintain oversight of staff travel schedules, recording personnel leave and absences  • Establish and maintain a harmonious working environment, seeking to strengthen team-building by encouraging active participation and interaction at all levels. • Work closely with Employee Services and Workforce Development (ES) on human resource policy development, and other technical support.   Logistics (20%) Ensure procurement paperwork is compliant with internal policies and audit ready. Ensure that no procurements or payments are made until you have confirmed the budget can sustain such charges. Provide accounting codes and cost shares to procurement staff to ensure items are charged to correct budgets and categories and are within our financial capacity. Work with logistics to ensure vendors, contractors, utilities, are paid in a timely fashion. Other relevant tasks as assigned.   Supervisory Responsibilities: This position is responsible for analyzing the profits, losses and expenses of the project. Making sure to follow and respect the budget as planned. The FM will offer a diversity of services such as public, management, government accounting and internal auditing.   Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   Education and/or Experience: A bachelor’s degree in the field of business management, human resources or any other related field. Experience working with international donors, including UN agencies preferred. Ability to work collaboratively within a team and meet tight deadlines in a fast-paced environment. Language Skills:  Must have written and spoken fluency in English and Arabic or French. Communication Skills: Listens and gets clarification, responds well to questions and feedback, participates in meetings, effectively communicate utilizing a variety of technologies such as phone or video phone (i.e. Skype), writes clearly and informatively, and edits work for spelling and grammar. A lot of patience and the ability to keep personnel and financial information confidential. Computer Skills:  Proficiency in Microsoft Office, Excel in particular, Internet Explorer, Outlook/Exchange, Windows operating systems,  Quickbooks, and other software routinely used by Heartland Alliance. Mathematical Skills: Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.  Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.  Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. Competencies: team player, a self-starter, solid understanding of finance and confidentiality needs, able to work in an intimate environment with modest resources, and comfortable in the UN/NGO/international environment.   Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   While performing the duties of this job, the employee is regularly required to talk and hear.  The employee is regularly required to sit, stand and walk. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.   Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   The employee may be required to remain on Organization premises during breaks and/or meal periods and may be required to stay on Organization premises until their replacement arrives. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise in the work environment is moderate.   Heartland Alliance makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, physical or mental disability, sexual orientation, sexual identity, immigrant status, political affiliation or belief, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the Organization's AIDS Policy Statement of September, 1987. Individuals with disabilities requiring accommodation should contact the Employee Services Office at (312) 660-1431.   To apply, contact nelkoussy@heartlandalliance.org