Responsible and liable for the day-to-day financial management of the base. Check and validate payments and ensure compliance with ACF regulations and policies. Coordinate with other teams and suppliers to ensure that all financial and administrative services are being performed efficiently and in line with the needs of the wider team. Perform monthly financial closures on a regular basis in accordance with corporate requirements. Respond to additional tasks requested by Base Admin and accepted new changes.
Objective 1: To ensure compliance with ACF policies and procedures for financial transactions and validate payments 80%
Financial Management:
- Support the Base Administrator in preparing the monthly treasury request and cash reimbursements
- Ensure that ACF Procurement and Commitment of Expenditure Procedures are respected. To be done by checking all payments, and reporting over any discrepancies, or non-respect of these procedures (especially for VAT payments).
- Verify that all invoices meet internal standards of invoicing (date, supplier, name, address, contact details, quantity, specification, per unit and total price of items, signature, and stamp of supplier, should be legible if handwritten, translation into English) before payment, and report in case of any discrepancies (following standard operation procedures)
- Verify, with the logistics department and other authorized purchasers, that the Supplier Purchase Orders are properly filled with correct budget codes (mentioned in the Procurement Requests) and Purchase Dossier File number, and that they are properly recorded and followed up until payment.
- Ensure that expenditures are eligible, and that no expenditure is incurred that is not covered by existing grants.
- Validate payments through IT systems of cash providers (among others; payments of salaries, payments of beneficiaries and any other kind of transfers).
- Follow-up with Head of Projects or Program Managers to provide correct supporting documentation for financial transactions.
- Check cash providers’ reports to make sure e.g. if any additional payment or transaction cancelation should be done. Share information accordingly with relevant departments to make sure payments are done and collected successfully.
- Provide relevant departments with receipts of payments and follow up to guarantee compliance of documentation (e.g. correct documentation, with correct signatures).
- Support to proceed with internal bank transfers and share HQ payments with coordination.
- Conducting final checks before scanning and archiving, to make sure that the files are complete, and all supporting documents are available.
- Support to follow with suppliers to make sure that they did receive their payments guarantee compliance of documentation (e.g. proper receipts).
- Support the finance manager to update the base cost coverage plan ( e-CCP) and contracts budget follow up( BFUs) in a monthly basis.
- Provide technical and support team with the proper budget allocation for requests (e.g purchase and daily worker requests).
- Attend BFUs meeting with finance manager and take minutes of meetings to share with the relevant departments.
- Perform any other financial and support program tasks as requested by the line manager.
- Cover for other accountant or finance officers in case of absence.
Bank and Cash Management:
- Prepare the monthly bank reconciliations for Zahle bank account, prepare checks, internal and HQ payments, and proceed with cash payments.
- Confirm with accounting officer that the cash book balance and bank accounts balances are matching with Agresso registration.
Objective 2: To support in the appropriate digital and physical archiving of all supporting documents 10%
- Support the accounting officer in the digital and physical archiving according to ACF archiving policy in a monthly basis as part of the monthly financial and accountancy closing.
- Support accounting officer in scanning VAT and NRT invoices in monthly basis and make sure they are uploaded in team folder.
- Report to the Base Administrator any missing or incomplete documents.
- Support in the preparation of internal and external audits: preparing and organize correct supporting documents.
Objective 3: Security, Confidentiality and Emergency Response 5%
- Respond to emergency request when needed.
- Respect the security rules specified in the mission and base security plan, see to it that the team under his/her responsibility complies with the security plan and perform the security management tasks that can be assigned in its protocols.
- Communicate to the security managers of the working location any security related information or noncompliance with the security plan.
- Keep the confidentiality and security of all ACF records and information gathered in the course of employment with ACF.
Objective 4: Support all humanitarian activities of ACF 5%
- Support the emergency interventions of ACF, as per the employee’s competences.
- Support any activity that helps reaching ACF humanitarian goals, as per the employee’s abilities.
- Promote gender equality within the humanitarian and/or development work
Objective 5: Support humanitarian activities of Action Against Hunger
- 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/ Education:
At least Bachelor’s degree in administration. Finance or Accounting
Technical specific knowledge:
· Professionalism
· Good organization and planning
· Sense of confidentiality E
· xcellent Computer skills, wiling to learn
· Flexibility to acceptance challenges – working under pressure and attention for details
Previous experience:
At least 2 years’ experience in administration or finance, preferably with an (I)NGO
Humanitarian sector knowledge:
considered an asset
Languages:
Fluency in English and Arabic
IT and specific systems:
Windows domain, Microsoft Office, compulsory expertise in Excel, accounting programs is considered an asset
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).
How to apply
Eligible candidates are invited to apply the earliest possible as we are screening applications on a rolling basis.
Only the applications received through our website will be taken into consideration.