Base Finance/Partnership Officer (Lebanese Naitonals Only)

Finance Functions

On a daily basis:

• Fill in vouchers on a regular basis and ensure registration of vouchers in the cashbook
• Proceed with payments for all items and services approved by the Area Coordinator
• Check the safe & cashbook at the end of each day and ensure that the balance matches
• Allocation of the expenses: daily allocation of expenses on “purchase orders” & “vouchers”
• Data entry in the accounting software (SAGA): daily vouchers to be entered in SAGA
• Daily cash management
• Follow-up of contracts: update contracts follow-up database in TITANIC, whenever payments or any other changes occur to specific contract(s)
• Assistance: assist the Country Finance Manager whenever needed

On a weekly basis:

• Weekly cash request: prepare statement of expenditures and present it to the Finance Manager on each Friday

On a monthly basis:

• At the end of each month, check the balance in the cashbook and in the safe and release the cash checking statement with the area coordinator
• Check vouchers quality on a regular basis
• Check cashbook & SAGA before closing the accountancy for the month
• Ensure all advances are cleared for the staff, before paying the salary
• Cash request (monthly budgeting): prepare the monthly budgeting of the base office for 
        the coming month and send it to Country Finance Manager on the12th of each month
• Monthly  official signature table
• SAGA (accountancy of the month): send monthly closure of accountancy (SAGA) to the
        Country Finance Manager before the 5th of each month
• Finance vouchers of the month: review and send all the finance vouchers to the capital office

after receiving the SAGA backup

• TITANIC: prepare Titanic sheets of the capital office and send them to the CFM before the
        10th of each month
• Fuel follow up
• Inventory update
• Assets registration cards

Cost Control

• • Ensure that all the expenses of the area are allocated on the available projects
  • Ensure that the running cost of the area are not exceeding the standard norms
  • Ensure that non allocated resources are not used on any project, unless an approval is given by the Country Finance Manager

Compliance

• Review and check all project related financial, logistics, administrative, and program information and send them to the Capital Compliance Officer
• Facilitate the country Compliance review process once the project has been terminated and ensure the accurate documentation of costs/expenses allocations within the documentation

Support and guide CSOs in implementing all FLAT Compliance guidelines

• Support and guide CSOs that receive financial support, to ensure the projects they implement are in line with all guidelines and ensure CSOs understand ACTED and donor’s requirements for each specific sub-grant through training and coaching
• Follow up on the compliance process at sub grantees level by ensuring regular and proper documentation of the sub grantees expenses
• Ensure day-to-day mentorship of CSO partner, and meeting regularly with each based on an agreed upon schedule
• Coach and mentor the CSO to put in place financial/administrative/governance policies and processes that are lacking as per the GOCA/due diligence, including providing templates and guidance notes
• Provide timely quality control on the sub-grantees documentation, creating needed checklist and maintaining appropriate level of follow up to ensure improvement
• Ensure that the reporting guidelines, formats, and deadlines for each sub-grant is communicated clearly
• Maintain sub grantees files and records and ensure proper filing and archiving of sub grantees documentation
• Ensure proper transfer of sub grantees supporting documents to the finance department at Capital level
• Prepare and deliver needed trainings on ACTED guidelines, grants management and other topics to CSOs in coordination with the Country Finance manager
• Adapt ACTED templates to fit for the use for CSOs in consultation with the Compliance Manager

Reporting

• Prepare monthly reports detailing the review progress for each CSO, and any challenges faced

Follow up on the partnership assistant’s reports and ensure timely follow up and reporting of the full CSOs situation to the Compliance Manager