Country: Lebanon
Closing date: 12 Sep 2018
Posted on: 18/07/2018
Desired start date: ASAP
Duration of the mission: 6 months
Location: Beirut
About the mission:
Lebanon hosts about 1.5 million Syrian refugee, mainly in its northern governorate (Akkar and Tripoli) and in the Bekaa Valley. SOLIDARITES INTERNATIONAL (SI) has launched its operations in Lebanon in March 2013 in order to address the immediate needs of both Syrian refugee and Lebanese host families also affected by the crisis.
Solidarités International’s mission in Lebanon has two operational bases (Tripoli and Zahle) and a coordination office in Beirut.
The expatriate team consists of 10 staff members, while the national team represents about 140 staff members.
The mission’s overall budget reached 8 MUSD in 2016. Tripoli base counted for 70% of this amount and Zahle base for 30%.
Key areas of intervention for the mission are the following:
Emergency WASH service provision in informal settlements (UNICEF funding)
Outreach and shelter and WASH rehabilitation in SSB (ECHO funding)
WASH infrastructure development (EuropeAid)
Multi-scale urban approach (OCHA, UN-HABITAT)
Mapping of informal settlements (MEDAIR / UNHCR)
The coordination team is composed of:
A Country Director
The Deputy Country Director, managing a Wash/Shelter Coordinator, an IM Coordinator and his 3 people team, a MEAL manager and his 3 people team
2 Support Coordinators (logistics and HR/finance/administration) and their teams
In Tripoli and Zahle, programs are managed by 4 Program Managers under the direct supervision of 2 Field Coordinators. Program Coordination maintains a functional relationship with both the Program Managers and the Field Coordinators.
About the job:
Under the global direction of the Finance & Administrative Coordinator, the Deputy will be in charge of supervising and training the Finance Coordinator Assistant & HR Coordinator Assistant and of following-up the daily tasks of the administrative, HR and finance coordination.
He/she will contribute to the definition of Solidarités International’s human resources policy, and ensure that it is followed. He/she will monitor the respect of Solidarités’ and donors procedures by the bases. He/she is the point of reference for the mission, and the link between headquarters and the mission for all Accounting & HR daily matters.
He/she will train the 2 assistants on all technical aspects to prepare them for possible higher levels of responsibilities: follow-ups, accountancy, SAGA, HOMERE, some methodologies and organizational rules.
The main challenges of the position are:
Besides ensuring the daily HR/Admin/Fin tasks are properly fulfilled, the position implies to spend time supporting the 2 Assistants so they can become more autonomous in their missions.
The Finance Assistant is new on the job. He has already been trained but need to be further coached so more daily tasks can be delegated.
HR processes and follow-up tools need to be more formalized and harmonized between bases and the HR assistant needs to be supported to get more involved in developing this type of tools and Memos for the mission.
Responsibilities:
Analysis of the socio-economic context:
• Follow the development of exchange rates, prices and salary levels
HR management of expatriates and nationals:
• Participate in welcoming and administrative briefing of expatriate personnel
• Ensure that recruitment and hiring procedures are respected: verify mission recruitment needs, post profiles and contracts
• Supervise the archiving, handling and security of Solidarités International personnel files
• Confirm salaries before payment
• Ensure that statements and payments are issued to the relevant organizations
• In conjunction with headquarters and Finance & HR Coordinator, contribute to the definition of Solidarités International salary and social policies and ensure they are implemented. Evaluate risks linked to changes in compensation and social policies
• Update the rules of procedures and the HR manual to follow the developing legal framework or any changes in the understanding of this framework: in collaboration with HR coo Assistant and HR & finance Coo revise, create and implement new HR policies
• Participate in abuse and risk prevention
• Ensure that any litigation is administratively monitored and represent Solidarités International before administrative and legal authorities if required
• Supervise the administrative management of expatriate human resources
• In collaboration with HR Coo Assistant, improve, create & implement new follow up tools
• Participate to the definition of communication channels between HR & finances in order to ensure proper payment of taxes related to salaries
Team management:
• Coordinate, plan and supervise the activities of the administrative team
• Train & support the HR coordinator Assistant by sharing methodologies, follow-up methods & excel trainings
• Train & support the Finance Coo Assistant in accountancy & cash flow management.
Financial, accounting and budgetary management:
• Consolidate the mission’s monthly closing accounts
• Verify the accounts before they are sent to headquarters
• Consolidate and check the Allocation boards if requested
• Complete the consolidation of monthly budget follow-up if requested
• Monitor the mission’s operating costs
• Train the mission’s senior staff in how to use the budget follow-up tools
• Prepare and assist with possible audits or inspections
• Investigate on VAT exemption procedure, collection & reimbursement
Cash management:
• Manage the cash flow between headquarters and the mission, and ensure that bases receive supplies
• Ensure that the cash box and coffers are well kept and that funds are secure at all bases
• Compile and monitor cash flow forecasts and forward them to headquarters
Administrative management of the mission:
• Supervise paper and digital filing, as well as ensure the security of administrative documents
• Supervise the quarterly mailing of administrative archives to headquarters after internal inspection
• Participate to the selection of an auditor who will examine financial legal issues and limit any legal risks
Reporting/communication:
• Take part in meetings relating to administrative aspects, represent Solidarités International when asked/delegated to do so
• Act as a link between headquarters and the field for all matters relating to administration
Your profile:
Education:
• University degree / humanitarian degree in a relevant field such as business, economy, accountancy or equivalent.
Experience:
• Minimum 6 months with INGO specialized in Humanitarian assistance
• Previous experience in finance and administration, preferably at HQ or coordination level
• Experience in conflict/post-conflict contexts, preferably with experience in supporting emergency response
• Previous experience with SI preferable
Technical skills and knowledge:
• Knowledge of Solidarites rules, tools and procedures
• Strong management and training/capacity-building skills
• Display initiative with solid organizational and communication skills
• Very comfortable with standard office software
Soft skills and spirit:
• Autonomy and capacity of initiative
• Ability to delegate
• Diplomacy and coordination skills;
• Flexible (will have to take on responsibilities that might not be directly on his/her JD)
• Ability to work under pressure, with peaks of heavy workloads;
Languages:
• Fully fluent English: excellent speaking, reading and writing skills
• Arabic and French an asset
Others:
• Commitment to the fundamental principles of SI’s charter and ethos.
Living conditions :
In Beirut, the guesthouses and the office are located in close by buildings. The guesthouses are 3 bedroom apartments, fully furnished and comfortable.
Vehicles are available if you have a valid driving licence, for evening and week-end. Lebanon is a safe country you can discover by yourself.
Beirut is a very modern city, where you can find all kind of restaurants, shops, international libraries, bars, cinemas, etc… All common goods and amenities are available on all bases.
We have guesthouses available in 2 other Lebanese cities, Zahle and Tripoli, available on weekends.
We offer:
Solidarités International will offer you:
A salaried post: according to experience from 2420 euros gross per month (including 10% annual leave allowance paid monthly) and a monthly per diem of 750 USD.
Vacation: during the assignment, a system of alternation between work and time off is implemented at the rate of one break every three months. For a one-year assignment, the expatriate will have a 7-day break during the 3rd and the 9th month (with 750 USD allocated by Solidarités). He or she will also be entitled to go back to his or her home country for a 14-day period after six months spent on the mission (Solidarités will cover travel costs).
Social and medical cover: Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.
For further information about Solidarités International, please consult our website: http://www.solidarites.org/en/
How to apply:
Does this description fit you? Please send us your CV and Cover letter in English. CV only applications will not be considered.
NB: The vacancy may close before the deadline. Thank you for your comprehension