Head of Finance and Operations

The Head of Finance and Operations contributes to the overall success of the programme by taking strategic oversight and leading all financial, accounting and administrative processes for the Lebanon Enterprise and Entrepreneurship Programme (LEEP). They are responsible ensuring that LEEP complies with FCDO’s and Palladium’s policies and procedures.

Key Responsibilities, Duties and Tasks 

Financial management: 

Oversight of Financial Systems

·       Ensure strong maintenance of financial accounting systems for cash management, accounts payable, accounts receivable, credit control, and petty cash.  

·       Responsible for the oversight and quality assurance of all day-to-day financial management responsibilities including funds disbursement, funds transfer requests and acquittals, and financial reporting. Ensure that all financial transactions are done with integrity and cost effectiveness and are necessary for achieving the programme goals. 

·       Ensure appropriate financial policies, processes and controls are in place, to meet all relevant legislative, regulatory and accounting requirements.  

·       Develop and maintain timely and accurate financial statements and reports, including production of the quarterly and annual financial reports.  

·       Manage all programme banking requirements ensuring that clear audit trails are left of all transactions. Maintain sound professional relations with the project bank, and stay up-to-date with current financial regulations, including tax liabilities to individuals and the programme.  

·       Enforce all of Palladium’s compliance policies and establish the relevant financial management processes and procedures relating to those policies.  

Forecasting and Budget Management

·       Establish guidelines for budget and forecast preparation.  Responsible for ensuring <5% variance against the monthly invoice.

·       Lead preparation of the annual budget in consultation with the Team Leader and corporate Project Management Team. Managing budget burn rate over the last 12 months of the project and raising any risks of overspend on budget lines.

·       Oversee the appropriate use of programme codes and the up to date documentation and reconciliation of programme expenditure.  

Value for Money

·       Ensure effective, prompt and value for money procurement, including leading the process of introducing and establishing systems and processes to capture VFM; 

·       Lead on preparation of Value for Money calculations for quarterly and annual reports.  

Audit Management

·       Procure audit firm, oversee the preparation of all supporting information for the annual audit and external auditors as necessary. Respond to auditor requests and review management letters and recommendations.

Payroll Management

·       Review and approve monthly payroll for Fixed Term employment contracted staff and national Short-Term Technical Assistance consultants. 

·       Ensure compliance and operation of PAYE, WHT and VAT and other relevant taxation requirements in Lebanon.  

·       Oversee payroll processing for all staff, including new hires and leavers, and calculate payments for project closure in September 2021.

Operations: 

·       Oversee and maintain programme risk register and asset register  

·       Oversee the preparation of subcontracts, hiring management of subcontractors including review of Terms of Reference and negotiating fee rates and daily subsistence allowance (DSA) of subcontractor consultants. 

·       Oversee all programme procurement activities and ensure compliance to Palladium SOPs and guidelines. 

·       Oversee office facilities to ensure smooth running and overall management of all leases, contracts and other financial commitments. 

·       Ensure compliance with other regulatory requirements relating to the employment of staff and all assets procured or leased by the project 

·       Contribute to the review and update the Project Operations Manual, working closely with the Palladium corporate operations team.  

Line Management 

·       The Head of Finance and Operations will line manage and supervise the following: 

o   Finance and Administration Manager 

o   Procurement and Security Officer 

o   Driver

Key Outputs and Deliverables 

·       Weekly and monthly financial reports submitted to Palladium; 

·       Monthly and annual forecast to FCDO

·       Monthly and annual Palladium forecast

·       Quarterly and annual progress and financial reports; 

·       Audited accounts and portfolio reports; 

·       Contribution to Final programme report. 

·       Up to date risk register.

·       Supporting the Team Leader and Corporate Project Management Team.

·       Main point of contact with external service providers for both accounting and legal advice.

Reporting 

The Head of Finance and Operations will report to the Team Leader with a dotted line relationship to the Corporate Project Manager