Admin and Finance Officer _ ConTra

A.  Required qualifications, competences and experience     Formal Education

• University Degree (preferred in Business Administration and Accounting)

    Professional Experience

• At least 5 years of pertinent experience of which at 3+ years of experience with donor-funded projects (NGOs, INGOs, etc.)
• In-depth understanding of financial planning and accounting; broad experience of project’s financial management and administration
• Previous working experience in GIZ and profound knowledge in using GIZ software and tools (WinPacs, IDA, DMS, PuR, etc.) is an asset
• Previous experience in working in construction projects is an asset
• Previous experience in working with public administration and relevant authorities (e.g. Municipalities, Universities etc.)
• Proven knowledge about governmental institutions especially the Ministry of Social Affairs, Ministry of Agriculture, international organizations and NGOs in Lebanon
• Knowledge of all relevant process steps within the framework of construction projects

   Other knowledge, additional competences

• Arabic native speaker, very good knowledge of English language; German is a plus.
• Good working knowledge of ITC technologies and related software (e.g. Outlook, internet applications) etc. and computer applications (e.g. MS Office, Excel, Power Point; knowledge of SAP is a plus).
• Gender sensitivity expected (training in Gender Mainstreaming is a plus)
• Ability to work autonomously and attention to detail, while keeping the overall framework in mind
• Strong team player; very good interpersonal skills, sound ability to work with a multi-cultural team
• Well organized, solution-oriented, high level of independence, pro-active, reliable and innovative
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
• Ability to travel inside Lebanon and abroad as needed by the programme.

 B. Major Responsibilities

The position holder is responsible for:

• Ensuring the financial administration and monitoring of CONTRA Programme in compliance with all relevant financial and administrative regulations (GIZ’s rules and regulations, internal control manual, Lebanese law etc.)
• Ensuring smooth functioning and management of financial administration, mainly in WinPacs
• Ensuring the project´s general administration and office management
• Coordinates internal and external control sessions according to the internal control manual
• Purchasing, procurement of goods/material up to 2500€
• Purchasing, procurement of services up to 2500€

The Job description might be further amended/modified throughout the contract period.

  In this context, the position holder fulfils the following tasks:

C. Tasks

 I.    Finance and Accounting

• Checks all project invoices according to contracts and makes sure they are aligned with the contract`s clauses and terms, in coordination with the management, technical advisors and selected partners
• Prepares and handles bank and cash payments, handling the project’s journal
• Monitors bank account operations
• Monitors cashboxes and safe contents (bank and petty cash transactions) daily
• Initiates/ executes cash withdrawals, keeps the cashbook, prepares and enters vouchers
• Sends bookkeeping vouchers to GIZ Office at the end of every month
• Maintains proper filing of financial related documents
• Ensures that all receipts/vouchers needed for the accounting are submitted on time by local partners and team.
• Prepares for financial reconciliations and fund requests
• Follows up on recommendations of internal control reports

 II.  Purchasing, procurement of goods/material up to 2500€

• Procures locally materials and equipment up to 2500€ and issues purchase orders in accordance with GIZ regulations
• Is responsible of preparing the documents for local procurement that will be carried out by the GIZ Office above 2.500€
• Accepts goods and ensures that the receipt is documented, and goods received checked appropriately
• Arranges the safe transfer of goods to their destination
• Notifies the project manager of delivery location and time
• Documents and files properly completed orders
• Prepares procurement files for internal and external audits according to GIZ rules and regulation

III. Preparation of local contracts with individuals and consulting firms up to 2500€ for up to 3 projects

• Prepares local contracts up to 2.500€ in accordance with GIZ regulations
• Is responsible of preparing the documents for local consultancy contracts that will be carried out by the GIZ Country Office above 2.500€
• Informs the project manager on time about the status of contract preparation and related matters, particularly in the event of delays
• Documents and files properly completed contracts
• Keeps contract lists always updated.

IV. Other duties/additional tasks

• Assists in and/or carry out other tasks at the request of management
• Regularly checks the changes in GIZ Processes and Regulations Tool (P+R) in relation to field of work
• Immediately reports all problems involving finance and regulations to superior, suggests approaches for problem solving.

The conTra project is based in Beirut and works in vulnerable communities in Lebanon. It will focus on enhancing the living conditions in these communities. Two elements are combined and linked: a construction and a training component. The political partner is the Ministry of Social Affairs (MoSA). Together with this partner and the participating communities labour intensive infrastructure or maintenance and rehabilitation measures will be implemented (construction). These construction measures will be implemented through people who work in the local construction sector and have received short term training that is requested and needed for the respective job (training). The training also enhances the perspective of the people in the job market. The project will work closely with the private sector.