Regional Finance and Administration Manager – Caritas Switzerland regional office hosted by Caritas Lebanon

In response to the crisis in Syria, Caritas Switzerland (CACH) has been engaged in relief activities together with its partners since in July 2012. CACH is currently supporting projects in Jordan, Lebanon and Syria. Under the guidance of Caritas Switzerland’s Regional Director, the Regional Finance and Administration Manager (FM) will be responsible for all financial and administrative activities of Caritas Switzerland’s Syria Crisis Response regional programme (SCR). The FM will be responsible for the overall management of financial, accounting, budgetary, administrative, HR and security aspects of the SCR in order to guarantee rigorous and transparent procedures respecting CACH’s and donors’ guidelines. Albeit a full staff of and reporting to CACH, he/she will work under the umbrella of Caritas Lebanon. He/she will be based at CACH’s regional office in Beirut, Lebanon, with travels within Lebanon and the region, including Syria.

DUTIES

1. Human Resources

Responsible for human resources management of the regional office which entails the following tasks:

1.1. Development of local HR regulations or adjustment of Caritas Switzerland’s generic regulations
1.2. Recruitment
1.3. Staff orientation
1.4. Personal folders
1.5. Management of staff attendance
1.6. Staffing plan
1.7. Performance evaluation
1.8. Handovers
1.9. Management of employment contract register

2. Finance

Responsible for financial management on the level of the regional office. This includes mainly financial management responsibilities, but also entails responsibility for cash management, financial controlling framework development and work with partners. The responsibilities include in broad terms (with support of FCO):

2.1. Preparation of budgets
2.2. Management accounting, financial analyses
2.3. Supervises financial accounting
2.4. Financial controlling and audit
2.5. Mandates for cash management

3. Logistics and Procurement

Responsible for logistics and procurement on the level of the regional office which includes in broad terms (with support of FCO):

3.1. Logistics

3.1.1. Asset management
3.1.2. Management of keys and access

3.2. Procurement

3.2.1. Keeping updated list of suppliers and prices of most common goods and services
3.2.2. Pre-qualification of suppliers and keeping register of pre-qualified suppliers
3.2.3. Keeping records on all procurement cases
3.2.4. Procurement of material and equipment in accordance with approved regulations
3.2.5. Preparation of framework contracts
3.2.6. Keeping purchase register, carrying out regular purchase register reconciliation

4. Office

Responsible for regional office operation which entails (with support of FCO):

4.1. Official correspondence
4.2. Office contract register
4.3. Notices and communication to staff
4.4. Supporting organization of business travel
4.5. Management of communication equipment and contracts with mobile phone carriers
4.6. Office management
4.7. IT support and maintenance

5. Security

Responsible for particular tasks related to security and safety management of the regional office; this role is only supportive to that of the Regional Director and its key responsibilities include:

5.1. Supporting updating of Local Security and Safety Plan in line with Caritas Switzerland’s generic regulations and formats
5.2. Security and safety training and drills
5.3. Security and safety equipment
5.4. Personal safety and security
5.5. Serve as local office security and safety focal point as needed (for Lebanon and for security communication for missions to Syria)

Competencies and Qualifications

1. Education

1.1. Bachelor degree in Business Administration or Finance or any other related field, a master's degree is an asset

2. Professional Experience 

2.1.1. Substantive (at least 5 years) working experience in finance and operations management
2.1.2. Experiences working with INGOs, international organizations or alike
2.1.3. Strong communication and presentation skills (verbally and in writing), ability to draft finance and admin regulations and finance controlling frameworks is an asset

3. Skills and Competencies

3.1.1. Highly organized, good capacity of analysis and synthesis, and attention to coherence and detail
3.1.2. Sound experience with modern technology and modern management tools
3.1.3. Cultural-sensitivity and strong inter-personal skills
3.1.4. Solid communication and presentation skills, especially in writing
3.1.5. Ability to work independently, with minimal supervision and to cope with time pressure
3.1.6. Ability to communicate effectively with implementing partners and other stakeholders
3.1.7. Flexibility and readiness to take on additional tasks, ranging from representation in cluster meetings to document filing
3.1.8. Permission to work in Lebanon and visa-free access to Syria
3.1.9. Flexibility and readiness to take on additional tasks

4. Language Requirements

4.1.1. Excellent written and spoken English and Arabic are required
4.2.1. Knowledge of French an asset