وظيفة شاغرة: مطلوب مشرف / مدير مالية للعمل مع arche noVa e.V

Job Description

arche noVa – Initiative for People in Need is an independent, non-religious, non-profit and non-governmental organisation (NGO) from Germany working in the fields of humanitarian aid, rehabilitation and development. The primary focus of activities lies in Water, Sanitation and Hygiene (WASH), Disaster Risk Reduction and Livelihoods as well as informal Education in the Middle East region.

Since 2016 arche noVa (A.N) has been active in Lebanon, implementing projects focusing on access to safe water, sanitation, livelihood and food security   as well as on informal education. For the implementation and coordination of these humanitarian aid projects we are looking for a highly experienced professional:

Admin and Finance Manager – North and Akkar 

The Admin and Finance Manager is based in Tripoli  with occasional  travel to the Beirut The position reports to the Head of Mission and oversees the Admin/Finance  team in A.N and in the partner organization.

Position to be filled: by May 2023 or as soon as possible
Duration: Contract till 31.12.2023 with a 3 months probationary period, extension is desired.

Your responsibilities:

Monitoring and control

• Ensuring timely delivery of the monthly financial reports together with correct supporting documents from the partner organizations
• Preparing and update of monthly finance deadline schedule for arche noVa
• Responsible for preparation of Fund request of AN and timely verification and approval of the Fund requests (RF) from the partners
• Responsible for preparation and updating of monitoring tool
• Registering current expenditure of arche nova in accounting system, in the same time expenses from partner organizations are uploaded
• Ensuring eligibility of the expenses (by i.e. checking procedures used, supporting documents, budget availability etc.)
• Voucher preparation and voucher checking
• Responsible for AN cash
• Follow-up payments for Suppliers/Contractors
• Preparation of the bank and cash reconciliation on monthly basis
• Regular filing of all documents, uploading to the sever/cloud and regularly sending documents to HQ

Supervision of the admin/finance team

• provide on the job training to all partners when needed on accounting and finance
• Supervise admin /finance assistant(s) while performing all duties listed in his/her JD and provide full support
• Carry out appraisals of the administrative team members at least once a year.

In close coordination with Head of Mission and Head of Programme

• Participating in Steering monitoring Committee meeting with partners
• Assisting HoM in preparation of bank payments and transfers (in the initial stage)
•  Support in the preparation of project budgets

Project management

• Ensure that arche noVa and donors guidelines are respected during the implementation of projects, taking specific actions related to funds receiving, bank and cash flow and accountant system management;

• Support the budget holder in the preparation of the projects forecasts, particularly for the support costs (financial fees, staff, assets and running costs);
•  Timely and prompt report to the HoM of any inconsistencies in the Budget monitoring tool  (BFU ) and any identified need for a budget review, Non-Cost Extension or Cost Extension.
• Responsible for the preparation of the financial reports (monthly, interim, final and ad-hoc)
• Responsible for the monitoring of 0 balance for the projects ending and immediate communication to the project manager;
• together with the logistic/procurement officer responsible for preparation of procurement documents (starting from the invitation letter up to the signing of the contract)
• When requested, participating in the evaluation committees
• Support in the preparation and formulation of Partnership Agreements in close cooperation and coordination with the HoM and Head of Programme

HR management

• Supervising the recruitment process for the admin/finance staff
• Provide support in all recruitment processes
• preparation of the staff contracts
• Responsible for preparation and payment of the salaries
• Together with the auditor Responsible for NSSF payment and reporting to NSSF
• Creation and regular update of the Employee files (contract, JD, leaves, attendance or time sheets, etc.)
• Support HoM when requested in HR administration tools and guidelines incl. job descriptions, salary scales, performance evaluations, disciplinary processes, staff development policy, terms and conditions, etc.
• closely follow up and update HoM on relevant local laws and regulations
• Assisting in obtaining working visa for expatriate staff – if needed as this is responsibility of the lawyer
• Know all AN policies, procedures, tools, standards and principles regarding staff, responsible for the proper implementation and follow up of internal regulations and terms of employment

Annual Closure & National and Legal Regulation:

• Ensure proper management of the tax payment and project charging, avoiding payment delays and checking regularly the project accounting system in order to identify and correct mistakes on tax insertion or amounts before the project reporting deadline period;
• Ensure the compliance with any national regulations in liaison with the HoM
• Responsible for preparation of NGO annual audit in conjunction with HoM.
• Providing all support needed to HQ for annual closure
• Responsible for management and preparation of audits, ensuring that the auditors do not report any findings or ineligible cost.

General Note

•  Any other task assigned and/or approved by his/her Line Manager.

Your competences

• Bachelor degree /University degree in a relevant field of study such as economics, social sciences, management, etc.
• At least 5 years of general working experience
• Min 3 year of experience in similar managerial positions with INGO (international project management, humanitarian aid, transitional aid or development cooperation with focus on finance and administration)
• Work experience in Lebanon
• Experience with international donors: i.e. BMZ, ECHO, EU, UN
• Knowledge and experience of logistic management and procurement procedure
• Language: Fluency in Arabic and English. (written & oral)

• Excellent skills of MS Office (word, excel)
• Very Good analytical and organization skills
• Ability to work in a team, social and intercultural competence/sensitivity, organisational skills and flexibility

We offer

• Competitive salary according to local salary scale,
• Opportunity to implement your own ideas and to bring in experiences
• Working with a highly motivated team dedicated to improving the lives of people in need

Possibilities for further personal and professional development

Location

Tripoli, Lebanon

Application deadline

2^nd April , 2023

arche noVa is committed to creating an inclusive working environment, promoting and providing equal opportunities in employment. We strongly encourage female candidates to apply for this position.