Administration and Finance Manager – Lebanese Nationals At Acción contra el Hambre España

Under the supervision of the Deputy Head of Base, the Administration and Finance Manager is responsible for the overall financial, administrative and human resource management in the South Base of AAH and provides support to the functioning of the base and programs; in accordance with AAH’s rules and regulations.

Objective 1: General Office Management

• Promote and follow-up application of AAH procedures and internal regulations within the base.
• Promote and supervise efficient and appropriate use of AAH resources within the base.
• Ensure safeguarding of AAH goods and resources within the office.
• Organize and maintain electronic accountancy and human resources files, folders, archives, books and any kind of documentation. (Maintain paper archiving where applicable).
• Ensure that monthly records and reports with regard to employees’ working hours, leave, etc. are maintained
• All agreements, contracts, MoUs, letters are to be validated and processed through the Admin Manager and then to be signed by the HoB.
• Promote the use of AAH digital platforms (NHF, GESPRA, HRIS, AGRESSO, e-FMT…)
• Ensure that all new employees, local or international, receive a briefing on the
• administration department, its procedures, and tools
• Ensure compliance with all legal and government requirements

Objective 2: Supervision of the Accountancy

• Supervise the monthly control of all the invoices and check cash/bank books for the South Base along with the Base Accountant.
• Supervise and control bank movements versus bank statements.
• Perform weekly posting of movements in Agresso in the Base Accountant’s absence.
• Check the filing of the accountancy regularly.
• Supervise cash counts.
• Support the mission in developing AAH guidelines for local implementing partners, in order to build their administrative and financial capacity and increase their transparency, as well as improving their and our accountability.
• Check and accept or reject expense receipts with clear justification.
• Check and audit partners’ financial reports with the support of the Base Accountant.
• Support the coordination office in the preparation and follow up of projects’ external and internal audits.
• Present audits’ lessons learned to staff.

Objective 3: Financial Management

• Prepare and follow-up financial contracts’ budgets in eFMT, analyze the information (deviations and reallocations) and report this analysis to the departments in BFU meetings, finalize monthly updates of eFMT until the 15th of the month following the closure.
• Ensure that costs allocated to projects are considered eligible for the donor.
• Ensure that donors guidelines and procedures are followed and respected throughout the whole implementation period of each project.
• Participate in proposal design by elaborating budgets, and filling administrative and HR chapter when required, create new proposal budgets generated at base level with the support of other departments.
• Prepare Non Cost Extensions and Cost Extensions for projects when needed.
• Follow up on quotations together with the logistics department for services related to the admin department when applicable.
• Analyze and follow-up of financial risks for the base through the eFMT and other internal financial tools,
• Supervise, update and analyze the base cost coverage plan on a monthly basis using eFMT.
• Update treasury requests in the eFMT per project on a monthly basis.
• Supervise the Co-funding at base level for each budget where applicable.
• Prepare financial reports (intermediate and final) as per donors requirements.
• Prepare monthly treasury requests for the base petty cash.
• Prepare the Annual Base Budget.

Objective 4: Human Resource Management

• Conduct and follow-up on the local staff briefing schedule and inductions of new staff at the South Base.
• Prepare and follow-up local staff employment contracts and job descriptions.
• Prepare and follow up local staff contracts’ extensions and amendments.
• Participate in the revision of AAH Lebanon staff internal regulations, Salary Scale, food and transportation allowances and provide relevant updates when required.
• Communicate the application of HR procedures set out in the Mission.
• Manage and follow-up recruitment process in the South base including preparation of recruitment requests, vacancy announcements, CV filtering, follow up on technical tests, conduct interviews, prepare recruitment reports, reference checks, experience calculation in accordance with AAH guidelines, prepare job offers
• Maintain and update personnel documents and information in HRIS.
• Follow-up on national staff annual evaluations at the South Base to ensure timely finalization.
• Map employees’ evaluations’ expectations and outputs, to be reported to the HoB and DHoB with regular updates.
• Follow up on new staff probation period evaluations.
• Support the Base Accountant in the preparation of South Base staff payrolls, including the reviewing of family allowances, and pay timely monthly salaries under the supervision of the HR Manager in Beirut.
• Coordinate with the HR Manager to prepare the end of service documents as and when required.
• Manage/support salary advances and health insurance invoices in the Base Accountant’s absence.
• Prepare the South Base staff training plan and update on a regular basis and upon request.
• Follow-up AAH website and other websites to check relevant trainings required by staff.
• Update the base organigram in cooperation with the HR Manager.
• Participate in the preparation of the HR strategy if required.
• Manage the health insurance to ensure the best policy is acquired and staff are updated regularly with regard to amendments / changes.
• Follow up on local staff’s work permit requests.
• Follow up on employees’ development plans if any.
• Respect the Lebanon Labour Law; follow-up any new regulations and brief the HR Coordinator and the staff on this subject when necessary.
• Update ID cards for staff.
• Support when needed in investigations and disciplinary processes, ensuring that AAH’s policies as well as the local laws are complied with.

Objective 5: External relations

• Maintain and cultivate relations at technical level with local authorities, counterparts, beneficiaries and other external actors related to AAH activities, in collaboration and coordination with the Administrative Coordinator and the HR Coordinator.
• Maintain contact with local NGO partners administration in the base in coordination with the HoB and DHoB.
• Coordinate with national organizations for information sharing at technical level, in collaboration and coordination with Mission Administrative and HR Departments.
• Support and follow up with local partners’ Due Diligence documents.
• Prepare local partners’ administrative assessments using AAH tools.
• Participate in writing of Terms of Reference for any external service.
• Participate in writing Memorandum of Understandings for local partners.
• Participate in field visits to support projects upon request

Objective 6: Reporting and other duties

• Participate in writing the Admin and HR department strategy upon request.
• Revise all work agreements and MoUs (financial and non-financial).
• Train the Base Accountant and the HR Officer on different admin and HR tasks.
• Manage projects’ auditing, filing and project checklists.
• Report project archiving progress on a monthly basis to the DHoB
• Participate in base management meetings.
• Translation work if needed.
• Respond to inquiries of internal and/or external auditors.
• As required, support the DHoB in any other task under his/her responsibility.
• Serve as Acting Deputy Head of Base during absences, upon request.

Objective 7: To support other humanitarian activities of ACF upon the request of the PM.

• Support the emergency interventions of the organization as per the employee’s abilities.
• Support any activity that helps reaching our humanitarian goals, as per the employee’s abilities.
• Promote gender equality within the humanitarian and/or development work

Training:

University degree in Accounting, Business Administration, Economics or related fields

Technical specific knowledge:

Knowledge in financial, administrative and HR issues.

Previous experience (years):

• Minimum of 5 years’ experience in finance / human resources / administration, in NGOs (preferably) or private sector.
• Experience with major humanitarian donors and donor compliance issues.
• Experience in management.
• Experience in working with international and national NGOs.

Humanitarian sector knowledge:

Basic Knowledge in development, humanitarian or emergency programming is a plus.

Organization knowledge:

• Solid organizational skills: the ability to be flexible and work well under pressure in a fast-paced multi-tasking environment.
• Motivation and commitment to humanitarian work and values.
• Excellent interpersonal, analytical and communications skills.

Languages:

Excellent in reading, writing and speaking both Arabic and English

IT systems:

Good command of MS Office, particularly Excel – ERP, Agresso or Saga software knowledge is an asset.

Mobility (national/ international)

South of Lebanon

Action Against Hunger – Lebanon seeks to promote gender equality and is committed to empowering women to participate effectively in their communities, we strongly encourage women to apply.

We Strongly encourage people with disabilities to apply.

ACF has a zero-tolerance policy on sexual exploitation, sexual harassment, and abuse (SEA)