ActualidadInfociviliaQuiénes somos

Admin Officer

  • Puesto: Admin Officer
  • Organización: Acción contra el Hambre
  • Fecha límite: 28 de Febrero de 2019
  • Lugar: Libano, Beirut
  • Método de contacto:
    http://ow.ly/IIJe30nj3ZJ

Descripción:

Duration : 4 Months

Start date : ASAP

You'll contribute to ending world hunger by ...

POSITION GENERAL OBJECTIVE

Responsible and liable cash management, including the safe, cash boxes and bank accounts, respecting the internal validation thresholds for validation, commitment of expenditures procedure and cash management policy as well as the Lebanese regulations. Responsible of recording and posting the transactions generated in Beirut office on Agresso as well as is responsible of archiving the documents related to these cash/bank transactions as per Action Against Hunger guidelines. Respond to additional tasks or changes as identified by his/her line manager and Administrative Coordinator.

Key activities in your role will include

Objective 1: To ensure the appropriate cash and bank management of Beirut office (70%)

Tasks: Accountancy of Beirut Office:

  • Record all transactions in the postbacks ensuring the accuracy of all information in line with Action Against Hunger Procedures (descriptions, CCOST, accounting codes, supplier codes, etc.) and post them in Agresso.
  • Record also the transactions that don´t involve cash (payables, payroll) ensuring all balances are correct.
  • Ensure accuracy and timeliness of inputting in order to meet monthly deadlines
  • Ensure the conformity validity of the invoices (quality of invoices, translation, VAT/NRT requirements)
  • Ensure the correct allocation of all expenses as per the PRs and CCP
  • Check, on weekly basis, accounting codes and allocations to ensure a good quality of the accountancy
  • Check supporting documents and notify relevant person in case of any missing document.
  • Carry out cash reconciliation and bank reconciliation every week and report any discrepancies to his/her line manager or Admin Co.
  • Finish the posting in Agresso by the 5th of each month.
  • prepare the required checking of accountancy and report to line manager.
  • Ensure the preparation of the monthly accountancy documentation: cash and bank reconciliation and bank statements that should be double signed, the monthly closing checklist, and the check count list.

Treasury:

  • Supervise and control the treasury of the mission as per the cash management policy
  • Ensure the availability of funds and report treasury requests to the Administration Coordinator.
  • Give professional advances to all departments following internal procedures and ensure that they are closed within the deadlines stablished, and to report in case of unclosed advance on monthly basis to her/his line manager.
  • Make payments, using good payment forms, checking the invoices conformity with internal standards and the presence of the required supporting documents.
  • Liaise with the bank for update of signatories, transfer requests, bank statement collections and any other matters according to the needs
  • Follow up the status of donor´s payments and reconcile the amounts at the end of each contract.

Compliance:

  • Before any payments, ensure that Action Against Hunger Procurement and Commitment of Expenditure Procedures have been respected and report to the Administration Coordinator any discrepancies or non-respect of the procedures
  • Ensure that all invoices meet internal standards of invoicing (date, Supplier, name, address, contact details, quantity, specification, per unit and total price of items, signature and stamp of supplier, should be legible if hand written, translation into English) before payment
  • Ensure, with the Logistics Department and other authorized purchasers, that the Supplier Purchase Orders are properly filled in with correct budget codes and Purchase Dossier File number, and that they are properly recorded and followed up until payment. Inform the Logistics Department/HR department of data required on the invoices.
  • Ensure that all tax rules and regulations (VAT, NRT, Daily Workers, etc.) are respected (invoices, registration in the accountancy, etc.) and report to the Line Manager or/and Administration Coordinator any discrepancies or problems
  • Inform the Line Manager or/and Administration Coordinator if some expenditures are ineligible or suspicious

Objective 2 : To ensure the appropriate archiving of all supporting documents (20%)

Tasks:

  • Keep all supporting documents organized and secured at all time as per the Archiving Policy
  • Report to line manager any missing or incomplete documents.
  • Participate in the preventive controls requested by HQ and Capital Administrator in a monthly basis.
  • Support the archivist/compliance officer on the consolidation of magic boxes
  • keep required archiving that match taxes need for NRT/VAT/VAT exemption
  • compile all confidential documents in admin office hard and soft copies(bank signatures, AAH legal documents, contract..ets)
  • Participate in the Audits when required by HQ, Admin Coordinator and Capital Administrator

Objective 3: To ensure the financial data in Gespra and is correctly updated (10%)

Tasks:

  • Update and check in a monthly basis that financial data of contracts are correctly updated, including amounts of projects, audits, payments
  • Check the HQ´s incoming transfers and match them with bank SOA

Objective 4: Security

  • Respect the security rules specified in the mission and capital base security plan, see to it that the team under his/her responsibility complies with the security plan and perform the security management tasks that can be assigned in its protocols.
  • Communicate to the security managers of the working location any security related information or noncompliance with the security plan.
  • Keep the confidentiality and security of all ACF records and information gathered in the course of employment with ACF.

Objective 5: Support humanitarian activities of Action Against Hunger

  • Support the emergency interventions of the organization as per the employee´s abilities.
  • Support any activity that helps reaching our humanitarian goals, as per the employee´s abilities.
  • Promote gender equality within the humanitarian and/or development

Do you meet the profile required criteria ?

KNOWLEDGE AND EXPERIENCE REQUIRED:

Training/ Education:

  • Accountant / administration diploma or related and professional experience

Technical specific knowledge:

  • Accounting, cash management and archive

Previous experience:

  • At least 2 years experience in administration or Finance, preferably in an NGO Setting.

Humanitarian sector knowledge:

  • Preferable, but not mandatory.

Action Against the Hunger knowledge:

  • Preferable, but not mandatory.

Languages:

  • Fluency in English and Arabic, French an asset

IT and specific systems:

  • Windows domain, Microsoft Office, Compulsory expertise in Excel, accounting programs Agresso is a plus

Mobility (national/ international)

  • No

Our remuneration package:

REMUNERATION PACKAGE

We offer immediate incorporation to a dynamic international network with the following remuneration package:

  • Based in: Beirut
  • Area: Finance
  • Formal work contract: 4 Months
  • Salary: from 1873 USD to 2226 USD gross per month according to candidate´s previous experience (according to standard list of Action Against Hunger - Spain). Action Against Hunger - Spain remuneration system allows a salary progression based on the annual development appraisal.
  • Action Against Hunger - Spain remuneration system allows a salary progression based on the annual development appraisal.
  • LBP 8,000 daily transportation allowance on working days
  • Social security registration and NSSF family allowance if eligible
  • Complementary health insurance for you and your dependents
  • Work accident insurance
  • Life insurance (after 3 months of contract)
  • School allowance for your children if eligible as per the official decrees (paid each year October)
  • 1.5 days of paid holidays per month
  • Approx. 18 days per year of public holidays
  • Many training opportunities

Contacto

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