Administration and Finance Manager

Terms of reference

Administration and Finance Manager

About Lebanon Support

Lebanon Support is an independent non-governmental, non-religious, non-political, and non-profit making information and research center. Established in 2006, Lebanon Support was registered as a National Non-Governmental Organisation in November 2008 (registered under the number 168/2009 AD). Lebanon Support aims at enhancing civil society capacity, efficiency and effectiveness through the creation of public spaces for reflection, collaboration and debate on and for civil society in Lebanon.

Lebanon Support adopts a multidisciplinary approach and evidence and fact based methodologies in civil society work in Lebanon so as to support and develop a civic voice and a better impact towards better accountability and societal change in Lebanon.

Within this framework Lebanon Support focuses on information and knowledge sharing and management, production and delivery; as it is within Lebanon Support’s beliefs, that information and knowledge are at the heart of developing adequate strategies and interventions to reduce existing vulnerabilities and marginalisation in the country.

Background

Lebanon Support is currently implementing three main programmes: Daleel Madani, launched in 2006, an online collaborative platform for civil society news and services; and the  Civil Society Knowledge Centre, launched in 2013, is the first and most developed online platform for research and knowledge management for civil society organisations, professionals, academics, and activists in Lebanon. Finally Lebanon Support has launched in 2016 the Civil Society Incubator, a programme designed to foster the creation, development, and growth of local civil society and public action initiatives, organisations, or projects.

Job Purpose: Ensure sound, timely, and sustainable management of the centre’s financial and administrative issues, as well as their compliance with Lebanon Support’s regulations and procedures in addition to donor guidelines.

Main Tasks

The Administration & Finance Manager will be responsible for finance management, accounts maintenance, budget control, and for coordinating broad administrative support functions, which include execution of administrative tasks as summarised below:

Under the supervision of the Head of Research, and the executive team, and in close collaboration with research and project officers/ managers:

Financial and accounting tasks:

Responsible for review and implementation of the budgets and resource mobilisation for the centre’s activities based on the strategic action plan. Participate in the implementation and development of the Organisation's projects and activities by planning and controlling all financial and administrative services/support required.

Collaborate with the responsible officer in the planning, organisation, implementation, and evaluation of the administrative services;

Brief and guide responsible officers with respect to the management of all financial administrative operations and services; ensure that pertinent rules and regulations of the centre as well as conditions of agreements with donors and the government are observed;

Coordinate the periodic collection and analysis of relevant economic and financial data in order to recommend rates or adjustments to rates for special contractual arrangements, agreements with donors, other participating institutions;

Formulate general and specific budgetary estimates for regular and extra budgetary funded projects; plan, organise and monitor the application, control and accounting of approved budgetary allocations by programmes;

Review, approve and implement budgets;

Administer, control, and disburse funds within the approved budgetary allocation in accordance with established regulations and procedures and within the authority delegated;

Design and monitor a sustainable accounting and finance management system, establish internal controls and monitoring mechanisms, maintain cash and bank books and reconciliation with bank statements, including control of disbursements and balancing of books and ledgers.

Process payment of salaries, allowances, per diems and other payments to the centre’s staff, vendors and other claimants;

Maintain an updated financial records and briefing continuously the Head of Research and Programme Coordinator  about the financial status of the programmes;

Supporting the day-to-day administrative management of the programmes and projects;

Monitor and coordinate the upkeep and maintenance of the premises with services providers and municipal/government counterparts as per contracts, basic and lease agreements for the property;

Supervise staff assigned to the Administrative Team, establish clear work objectives, conduct timely and effective performance appraisals, provide coaching and feedback, and support staff development opportunities;

Administer and manage the logistics and contact for services with service providers;

Updating and maintaining comprehensive inventories of the programmes resources;

Support the day-to-day financial management of the centre, the programmes and projects;

Make sure that all financial transactions are carried out and recorded in accordance with international and Lebanese standards;

Advise the head of research on budget status;

Be responsible for the data entry of the financial transactions on the accounting software after verifying that all documents are eligible and accurately recorded;

Produce monthly financial statements such as income statement, balance sheets and trial balance in addition to project reports;

Prepares monthly supplier's, bank and cash reconciliations;

Prepares all reimbursements after double-checking the reimbursement requests against receipts provided;

Prepares checks, bank transfers in addition to cash disbursements to staff, suppliers, service providers…;

Responsible of petty cash box;

Ensure proper management of financial resources;

Establishing and maintaining a proper filing system for all financial documents (electronically and physically);

Manage the assets and property accounts;

Coordinate with and assist LS external auditor(s);

Prepare reports to the Ministry of interior (MOI);

Performs other duties of similar nature.
 

Administrative Tasks:

Support the day-to-day administrative management of the centre, programmes and projects;

Prepare and update administrative and project support lists: contact lists, suppliers list, staff, interns and consultants list;

Perform the procurement process according to the appropriate regulations;

Prepare attendance lists for all activities; maintain contact lists and all other documentation tasks;

Establishing and maintaining a proper filing system for human resources, Procurement, contracts in addition to some programmes/ projects documents;

Support programme and project team in the fulfillment of their duties;

Assist in events and activities coordination and logistics preparation;

Prepare the contracts based on TORs;

Update and maintain LS assets.

Perform other tasks as requested.

Qualifications:

Bachelor’s degree or technical equivalent in accounting. Master degree is preferable.

Minimum of  7 years of experience in finance and administration.

Minimum of 5 year of experience in working with nonprofit organisations.

Strong computer skills, Microsoft office and especially Excel.

Fluent in Arabic and English.

Ability to complete tasks on time.

Strong interpersonal and communication skills required.

Ability to work independently, coordinate, and plan with relevant team members

Ability to give and receive feedback constructively

Capable of working both individually and as part of a team.

Contract: One year; with a possibility of renewal.

Salary: Commensurate with experience and education, as per Lebanon Support’s salary scale.