Financial Officer

REPUBLIC OF LEBANON MINISTRY OF SOCIAL AFFAIRS National Volunteer Service Program (NVSP) TERMS OF REFERENCE Financial Officer VACANCY ANNOUNCEMENT   I- Introduction: The Government of Lebanon has allocated a US$2 million grant attributed by the International Bank for Reconstruction and Development (World Bank), acting as administrator of funds provided by the State and Peace-Building Fund (SPF) to the Ministry of Social Affairs. The purpose of the grant is to strengthen the Ministry of Social Affairs (MOSA) capacity in developing a strategy to empower youth and promote civic service engagement across the country. In particular, at the central level MOSA will develop and scale up nascent volunteerism activities by developing the institutional and governance structure for volunteerism in the country; strengthening capacity of the MOSA, NGOs, universities, schools and volunteers based on public-private partnerships; and expanding opportunities for volunteerism. II- Objectives: The National Volunteer Service Programme (NVSP), partly funded by this grant, aims at promoting social cohesion across communities and regions through increased youth civic engagement in communities outside of their own. Over the medium term, the NVSP is expected to: (i) enhance cross-confessional understanding in Lebanon and therefore work towards building a more cohesive and stable society; (ii) provide youth with skills for better integration into the labour market and a means by which to serve communities; and (iii) strengthen the NGO sector particularly its "voluntary" role. The objective will be achieved by expanding opportunities for meaningful volunteering, developing the institutional capacity of the MOSA, NGOs, and universities to effectively utilize volunteers, and building the capacity of youth to become active volunteers and to contribute to communities. III. Objectives of the Assignment: The Ministry of Social Affairs will contract a Financial Officer for an expected period of 3 years, on an annually renewable contract basis, based on satisfactory performance of the consultant. The assignment will be based at MOSA. The main objective of the assignment is to direct, manage and coordinate the total financial management activities of the project in strict compliance with the requirements of the Grant Agreement between the Government of Lebanon and the World Bank as well as with appropriate financial management best practice and international accounting standards. The Financial Officer will report directly to the Project Manager. IV. Scope of Work: Under the supervision of the Project Manager, the incumbent is expected to undertake the following duties:  Review the financial management organization and procedures applying to project receipts and payments, and ensure that funds are used for the purposes intended, in an open and transparent manner; ensure the project manager is aware of risks arising from any weaknesses in the internal control system, and take steps to minimize the risks.·  Ensure the checking on receipt and safe custody of security documents such as checkbooks, bid securities and official receipt books.·  Ensure that all financial documents relating to the project (cash books, ledgers, registers, payrolls, bank statements, invoices, counterfoil receipts and other vouchers) are retained and are available for inspection by external auditors.·  Ensure that the project classification system is compatible with the needs of project management, the MOSA chart of accounts and that it is capable of clear and timely disclosure of project costs by components agreed on by MOSA and the NVSP, and operating costs analyzed in enough detail to provide control of incremental budget expenditure. It should provide the basis for all claims for withdrawal from the grant.·  Prepare the Financial Management Operation Manual which will be an integrated part of the Project Operation Manual.·  Ensure that the annual budget/disbursement plan for the project is prepared in accordance with the requirements of MOSA, including the particular requirements of NVSP.·  Initiate requests and provide justification for variations of the authorized project budget/ disbursement plan where this appears necessary.·  Determine what assistance will be provided to the project in kind (non-cash), and set up procedures to capture data on its cost and include its cost in the accounts.·  Ensure that all contracts and other commitments of funds are promptly entered in a running commitment control record so that the uncommitted/ unspent balance on each activity and line item is readily known at any time.·  Jointly with the Project Manager, authorize payroll changes (additions and subtractions) where these are legitimate.·  Independently verify all payroll calculations.·  Maintain a Receipts Cash Book and a Payments Cash Book, ensuring that they are written up daily with the details of receipts and payments.·  Maintain a General Ledger, and a Subsidiary Ledger for each project component, and ensure subsidiary ledgers remain in agreement in total with the respective accounts in the General Ledger, and that the General Ledger is in overall balance.·  At least monthly, for each bank account operated by the project, ensure that bank reconciliation is made and that differences are followed up and satisfactorily explained; attach copies of the bank reconciliation statement to withdrawal applications and Financial Monitoring Reports/Interim Unaudited Financial Reports.·  Investigate any significant variances between the budget/disbursement plan allocations and actual expenditures that are due to financial causes such as variation in prices or in the timing of payments; include the results of this analysis in the Financial Monitoring Reports/Interim Unaudited Financial Reports·  Have quarterly Financial Monitoring Reports/Interim Unaudited Financial Reports prepared, co-signed by the Project Manager, and sent to the World Bank within 45 days of the end of each quarter.·  Prepare Withdrawal Applications and submit them as necessary to the World Bank, and follow them up to ensure receipt of funds.·  Prepare annual financial statements of the project and have them audited and submitted to the Bank within six months of the end of the financial year according to accounting standards acceptable to the World Bank.·  Assist in the selection of external auditors who can apply International Standards of Auditing; cooperate with external auditors in the course of their audit; respond to the Project Manager, World Bank on any queries raised or criticisms made by the external auditors, and ensure that errors and weaknesses rectified.· V. Qualifications: Education:  University degree in business administration, finance or accounting. Qualification/experience in accounting and finance is an asset Knowledge and Experience: At least 3 years of post-qualification experience preferably including responsibility for the financial and accounting operations of a private/public sector agency  Previous work experience in projects financed by international financial organizations;·  Knowledge of World Bank and Government of Lebanon procedures will be advantageous·  Knowledge of computerized accounting programs, accounts payable and accounts receivable and generally accepted accounting principles·   Skills & Abilities: Fluency in English (reading, writing) and in Arabic  Demonstrated competence in the use of Microsoft Office and project planning software·  Demonstrated ability to motivate and promote collaboration amongst diverse teams and team members·  Demonstrated analytical and problem-solving and negotiating skills with ability to balance project objectives and financial requirements with client needs;·  Demonstrated ability to elaborate and present financial reports and statements·  Availability, dependability, and willingness to be flexible·  Enthusiastic and positive attitude toward helping others·  Strong communication skills· Interested candidates are invited to send their CVs and a motivation letter to the following e-mail address: nvsp.mosa@gmail.com not later than May 18, 2012. Only selected candidates will be contacted for interviews.