Accounts Assistant

Department/Division:

Support

Unit:

Finance

Category:

Assistant - national

Work Location:

Beirut

Supervisor:

Accounts Manager

Job Summary:

The Accounts Assistant is responsible for recording transactions into the financial software in a timely and accurate manner.S/he ensures that payment vouchers are completed, properly supported and filed in the Country Office. S/he is also responsible for all payment’s preparation, to support the finance team in the process of accounting operations, and other financial ad-hoc needs. This includes all filing works, retrieving documents, handling signed checks, recording documents received in finance, marking paid stamp in all paid vouchers, perform banking tasks as and when required.

Supervisees:

Account Assistant

Working Conditions:

This position will be located in Beirut, with many movements between the office and the suppliers. More than that, frequent visits to the field will be required. Working areas include but are not limited to Beirut, Mount Lebanon & North Lebanon

Salary:

As per CIL salary grid

Employment Start Date:

ASAP

Duration of Contract:

 (contract renewable upon availability of funding)

Contract Type:

Fixed term renewable

Other contract elements:

Benefits: Social Security/Health Insurance & Transport allowance.

The direct supervisor reserves the right to adapt this job description at any time during employment according to needs.

Any extension of this contract is dependent on performance review.

Education & Certifications:

Bachelor’s in administration/finance required

Proven Experience:

Minimum 1 years in a similar position 

IT / Software / Technical Skills:

Good command of Excel, Word, and Outlook

Knowledge of accounting software SAGA is a plus

Language Skills:

Language                Speaking                                Reading                  Writing

Arabic                     Fluent/                                     Professional           Professional

English                   Fluent                                     Professional           Professional

French                    Intermediary (desired)           

Competencies

• Excellence
• Integrity
• Respect
• Diversity
• Pro-Active Problem Solving
• Stress Tolerance
• Customer Focus
• Strong accounting and finance knowledge
• Analytical skills,
• Attention to detail, ability to work effectively under time pressure
• Team player, and proactive individual with ability to offer structured guidance,
• Ability to ensure set and follow priorities
• Proven experience of training of non-finance staff,
• Proficiency in Excel and financial software packages.

Detailed Responsibilities & Tasks

Responsibility #1: Banking, Cash

Working in close collaboration with the Accounts Manager the incumbent is:

• Responsible for SAGA data entry for cash, banks, and adjustments needed.
• Handles all cash deposits, withdrawals, foreign exchange and related banking business for the mission. Ensures that money is paid to CARE and deposited promptly.
• Ensure that receipts memos raised are fully supported by a receipt, deposit slip, credit advice and details as to what the payment details.
• Liaises with CARE's banking institutions and ensures that all bank statements are availed to CARE by the 5th business day of the following month. Books all debits indicated on the bank statements and followed up with the banks on unexplained debits/credits.
• Ensure signatories sign bank cards whenever there are changes and submit the same to the banks leaving copies of finance files.
• Follow-up the advances made to CARE Lebanon staff according to the internal guidelines and keeps the advance books and cash journal.
• Maintains bank accounts ledgers on a running balance and prepares cash position summaries each time a cheque is written so that the running balance is known. Also, balance off all ledgers during month and end closing and agree on them to SAGA cash book report.

Responsibility #2: Accounting Procedure and Financial Management

• Check invoices by verifying mathematical accuracy and ensuring that appropriate procurement authorization and supporting documentation are attached.
• Check all payment requests for travel related expenses and advances to staff ensuring that payments are supported by the relevant documentation.
• Review and ensure all salary and benefits payments for contract staff and consultants are valid and supported by current contracts.
• Review and adjust outstanding advances, prepaid, accruals, for house rentals, office building rental, etc.
• Prepare disbursement vouchers, checks, and bank transfer requests and ensure all the supporting documentation is attached and bank account information is correct and updated.
• Prepare checks and bank transfers requests and ensure all the supporting documentation is attached and that the FC/PID is correct.
• Ensure that all invoices are stamped “PAID” as soon as the check payment has been authorized and dispatched.
• Support with internal and external audits.

Responsibility #3: Documentation and filing:

• Submit the coding slips together with checks and other supporting documents to the signing authorities.
• Collect the documents and checks once they are signed by signing authorities
• Record all the signed checks on the register and keep them in a secured drawer with lock system until delivery to vendors.
• Scan and copy related financial files
• File all the GL coding slip as per the SAGA numbers and currency
• File wire transfer requests serially
• File donor grants and contracts related documents
• Affix paid stamping in all the vouchers and invoices which are paid.

Responsibility #4: Any other related assignment as directed by the supervisor.