Field Finance and Admin Officer (Lebanese Nationals Only)

role PURPOSE

The Field Finance and Admin Officer will be responsible for coordinating with the Country Finance Manager in Lebanon to ensure timely and accurate accounting, internal and external reporting and compliance with internal Plan and external donor policies and requirements. This new role will allow Plan Lebanon to provide greater levels of support for partner organizations through strengthening their capacities to comply with Plan and donor regulations and procedures in relation to finance, operations and administration.

Dimensions of the Role

Under the guidance and direct supervision of the Country Finance Manager, the Field Finance and Administration Officer will be based in Bekaa to ensure timely and accurate accounting, procurement, HR and all related internal and external reporting and compliance with internal Plan and external donor policies and requirements. For that purpose, he/she will work closely with the Programs team in Bekaa, and liaise regularly with the HR Coordinator and the Operations Coordinator (both based in Beirut) to support them in implementing related procedures in Bekaa.

The Field Finance and Admin Officer has a dotted line with the Project Manager/Bekaa Focal Point: When in the Bekaa office, he/she complies with the instructions of the Bekaa focal point in relation to presence in the office, security, in addition to daily/weekly tasks required.

Accountabilities

Finance

• In cooperation with Country Finance Manager, review and prepare financial reports and supporting documents, and ensure compliance with Plan International and donor policies.
• Support Country Finance Manager in programmes’ budgets and financial disbursements, ensuring compliance with Plan’s and donors’ regulations and policies.
• Support in specific monitoring of programmes’ burn rate.
• Help in preparing and ensuring timely submission of requested financial reports, records, files and cash requests to International Headquarters, National Offices and/or Donors.
• Support in designated project audits. 
• Act as a focal point for all supporting documents check, including invoices, receipts, timesheets, inventory lists and similar tasks.
• Oversee monthly billing and reimbursements.
• Ensure all advances are closed and relevant documentation required has been sent on a weekly basis.
• Support the Programs team, especially in Bekaa, on financial procedures and actions as needed.

Partners’ Financial Management

• Participate in meetings with existing partners in Lebanon to ensure financial requirements and policies are in place as agreed with Country Finance Manager.
• Assess the capacity of local partners in financial and administrative management as required.
• Regularly meet with partners’ finance focal points to provide technical assistance and conduct trainings on Plan policies, compliance and financial management.
• Ensure internal audits are carried out regularly with partner organizations.
• Ensure that partners’ reports and supporting documents are adequately reviewed and in line with Plan’s and the donor’s regulations and policies.

Human Resources and Operations:

• Support the HR Coordinator (based in Beirut) to implement HR procedures in Plan’s Bekaa office.
• Support the Operations Coordinator (based in Beirut) to implement Operational procedures in Plan’s Bekaa office.
• Commitment to Plan’s position on promoting girls’ rights and gender equality; and integrating this into all aspects of work.

Other:

• Ensure proper recordkeeping and efficient filing of all records including data collection, reports, official correspondence etc.;
• Support existing programmes as needed;
• Attend calls, meetings, etc. as required.

Other Responsibilities:

Success Metrics: No violations of the corporate standards and policies.

1. Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
2. Complies with corporate policies and standards: Safeguarding Children and Young People Policy, IT Policy, Anti –Fraud and Corruption Policy, Confidentiality Policy, Code of Conduct, Whistle Blowing, HR Policies and Procedures.
3. Ensures commitment to Plan’s position on promoting girls’ rights and gender equality, and integrating this into all aspects of work.

knowledge, skills, and behaviours

Demonstrable knowledge and understanding of:

• The context in Lebanon, particularly on issues affecting the rights and well-being of children and young people, especially girls and young women;
• The civil society landscape in Lebanon, and the capacities of local organisations;
• The donor landscape in Lebanon, in addition to donors’ strategy and requirements;
• Knowledge of developing/maintaining financial internal control and risk management concepts and systems
• Knowledge of applicable local laws and regulations (NSSF, taxes, etc.)
• Humanitarian principles and “do no harm” approach.

Qualifications and Experience

• University Degree in Finance, Accounting or related field
• Preferred experience working with INGOs in Lebanon inc. experience reporting to donors – EU, USG, DfID, et al.
• Experience of relevant accounting packages and operating systems
• Demonstrated knowledge and understanding of international accounting standards for the NGO-sector, donor regulations and compliance issues related to management of donor funds
• Experience with preparation of external audits desirable

Skills

• Strong organizational abilities; able to prioritise and manage short-term and continuing projects across diverse themes despite competing deadlines.
• Strong commitment to child safeguarding & Antifraud policies both inside and outside the workplace.
• Ability and experience in adapting to systems & processes
• Strong character traits, including team work, striving for high performance, emotional stability, resilience, adaptability, and ability to handle stress, strong initiative and self-motivation, cultural and gender sensitivity, honesty and physical fitness to travel are essential.
• Excellent written and oral communication skills, with excellent command of spoken and written English and Arabic.

Plan International’s Values in Practice

We are open and accountable

1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.

We work well together

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

1. We empower our staff to give their best and develop their potential
2. We respect all people, appreciate differences and challenge equality in our programs and our workplace
3. We support children, girls and young people to increase their confidence and to change their own lives.

Level of Contact with Children:

Medium level

Travel

• In-country travel is estimated at 50%.
• Occasional international travel may be required.