Lebanon: Administrative officer

Expertise Franceis a French public agency created on 1^st January 2015 after the merger of 5 public agencies under the tutelage of the French Ministries of Foreign Affairs and Economy and Finance with a strong inter- ministerial vocation. EF offers project engineering and technical assistance by developing and implementing international cooperation actions worldwide. EF operates in various fields of development and institutional cooperation including safety and security reform, post-crisis/ stability, public health, human rights, strengthening of institutions and NGOs and governance. Carrying out large-scale, multi-stakeholder projects, EF can ensure the cooperation between individuals, teams and institutions with very different statuses, cultures and specialties. Besides, EF has acquired a sound experience in administrative and financial management of large-scale international projects and is accredited by the European Union for the management of delegated Community funds.

1. Context

In Lebanon, Expertise France ensures the consistency and the coordination of projects co-implemented by local civil society organisations for the benefit of both Syrian refugees and Lebanese host communities. Projects mainly address difficulties for communities to access services: informal education, protection, skills trainings and health.

1. Description of tasks

=> Objectives of the mission

In the framework of its Programme, Expertise France (EF) recruits an Administrative officer. The Administrative officer’s responsibility is to ensure sound and transparent administration

of:

• Funds: by providing accounting and financial management consistent with the EF financial management framework and Lebanese legislation.

• Human resources: by enforcing a follow-up of EF employees and implementing partners’ employees consistent with EF framework and Lebanese legislation.

The Administrative officer establishes and maintains efficient administrative systems and procedures as well as control mechanisms to support the smooth running of the operations and ensure compliance with EF administrative, human resources and financial rules and procedures. The incumbent manages the day to day human, financial and administrative resources of the office; conducts regular checks of the internal controls, leads the preparation of the monthly accounts closure of the operation, proposes the administrative budgets of the office, ensuring that disbursements are made in accordance with the administrative budget and EF’s Financial Rules Administration and implementation of program and operational financial services.

1. Administration and implementation of program and operational financial services

• In link with the HQ, organise and supervise the development of the financial system and financial control mechanisms of the office and the projects implemented by Expertise France

• With support from each implementing partner Admin/Finance Officer, ensure efficient financial monitoring and reporting (including monitoring expenses and revenues, reviewing and upgrading existing procedures, and ensuring production of appropriate financial reports for internal and external stakeholders).

• Monitor and implement an effective and proper functioning of the financial resources management system for office and programmatic budgets and resources;

• Implement the content of internal Standard Operating Procedures (SOPs) in finance and monthly closure of accountancy, in consultation with the Programme Director;

• Regularly review with Project managers, in line with Month-end Closure Checklist, the Project Delivery Status Reports and investigate any overspend and take immediate corrective action;

• Contribute to office budget planning and preparation by presenting thoroughly researched information for planning of financial resources;

• With project managers, provide information/guidance to the implementing partners on routine implementation of projects. Keep track of an appropriate & timely use of financial resources;Implement control mechanism for development projects through monitoring budgets preparation and modifications and budgetary status (budget follow-up). Track and report on program and operational financial resources;

• Liaise with EF and its Finance Section for requests for preparation of donor reports and review and comment on draft financial reports in conjunction with project managers;

• Prepare and maintain programme/office financial forecasts and contribute to the preparation of the Program Documents.

2. HR Management

• Implement, review and develop administrative office procedures in line with EF requirements.

• Organise a consistent and rational follow-up of EF human resources in line with EF accountancy and HR procedures (contract, payment slips, holidays, evaluations etc.)

• Work with all EF implementing partners to ensure a consistent and timely record of HR documents: (contract, payment slips, holidays, evaluations etc.)

• Preparing and informing and other management colleagues especially concerning Lebanese Labor Laws, national Terms and Conditions of Employment, remuneration and disciplinary processes.

3. Logistics

• Monitor procurements process paying particular attention to the requests for quotation, preferred suppliers, purchase order distribution and receipt inspection procedures;

• Perform any other finance or administrative related duties as requested by the Head of Mission.

• Ideal profile

Accountancy:

• Proven financial analysis and forecasting ability. Experience with various accounting

software and multi-currency accounting.

• Experience at providing support, guidance and training to financial and non-financial managers and colleagues.

Human resources:

• Proven experience at organising all contractual and legal aspects of Human Resources.

Partners:

• A working knowledge of the refugee problematic Lebanon and an understanding of refugees is highly appreciated.

• Ethics and Values: Demonstrate and safeguard ethics and integrity

Teamwork and general management:

• Strong communication and reporting skills in English (verbal and in writing);

• Ability to work to deadlines with good prioritisation and time management skills;

• Willingness and ability to travel to visit local partner organizations;

• Organizational Awareness: Demonstrate corporate knowledge and sound judgment;

• Development and Innovation: Take charge of self-development and take initiative;

• Demonstrated ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds;

Minimum Qualifications and Experience:

• Education: Master in Business Administration, Accountancy or similar. A Bachelor degree with extensive relevant experience may be accepted

• Experience: 5-7 years of experience working with an international NGO or similar organisations

• Sound knowledge of International donors procedures (EU)

• Languages: Fluency in written and spoken English and Arabic

• Computer skills: Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of database packages

• Contract

Duty station: Lebanon, Beirut and movements to the Bekaa valley

Duration of assignment: 6 months (renewable);

Starting date: August 2016

Type of contract: definite term contract - renewable;

Salary: according to EF salary scale

Deadline of submission : August 15th 2016

Applications must be made in English.

Please send your applications to the following email address: qudra-recruitment@expertisefrance.fr, with :

• A CV

• A brief cover letter (1/2 page maximum)

• 3 references

Incomplete applications cannot be considered.