I. Position Information

Job Title: Senior Administrative and Finance Officer
Duty Station: Beirut - Lebanon
Section/Unit: Social and Local Development Programme
Reports to: Chief Technical Advisor (CTA) LHSP             
Project Title and reference: Supporting Lebanese Host Communities Affected by the Syrian Crisis / 00084708
SC Level: SC 8
Source of Funding: LHSP
Duration of Employment: 12 Months (renewable)

II. Scope/Objective

The United Nations Development Programme (UNDP) jointly with the Ministry of Social Affairs (MoSA) launched in 2013 the "Lebanese Host Communities Support Program" (LHSP) as a comprehensive, coordinated and durable response towards the Syrian Refugee Crisis and its implications on the country. The project is developed under the overall Lebanon response to the crisis (Lebanon Crisis Response Plan – LCRP) and a number of guiding principles which drive the activities of MoSA and UNDP to support Lebanon and the host communities, as well to support national and local institutions through capacity building to respond to the impact of the Syrian crisis in Lebanon and the pre-existing problems before the Syrian crisis and exacerbated by the current situation.

LHSP seeks to help increase stability, specifically in the areas affected by the Syrian crisis, through improving livelihood and service provision in a conflict sensitive manner. It aims at contributing to improved social stability in the affected areas through a community-based approach which will increase livelihood options and local level service delivery. LHSP aims to achieve three main goals:
1. Increase the livelihoods and economic opportunities mainly in affected areas
2. Strengthen the capacity of local and national actors to assess and respond to the needs and risks in a community participatory driven and conflict sensitive approach.
3. Improve the local level dispute resolution and community security.

Under the direct supervision of the CTA, the Senior Administrative and Finance Officer will be responsible of the LHSP administrative and financial management, ensuring that LHSP adm/finance becomes more effective, efficient, transparent and of good quality as per UNDP rules and regulation as well as donors’ requirements. The Senior Administrative and Finance Officer will also provide guidance on LHSP financial and administrative procedures to the Areas (Mt. Lebanon, South, North, Bekaa). The Senior Administrative and Finance Officer will work in close coordination with the LHSP Officers for Procurement, Engineering, M&E Units.

III. Functions / Key Results Expected

Under the direct supervision of the Chief Technical Advisor, the incumbent will perform the following functions:

Finance and Budgeting

• Administer, monitor and track the project management budget and payments;
• Review & control submitted project management (administrative, logistical and financial matters) payments prior to having it signed/executed by CTA to ensure that all expenditures related to each project are charged to appropriate budget lines ensuring that all UNDP financial rules and regulations are adhered to.
• Administer and track national and area staff salaries and remunerations
• Prepare and perform budget allocation and revision for all donors’ contributions
• Follow-up with the project Procurement Unit to ensure that funds are fully reserved/allocated a in line with the Annual Work Plans
• Follow-up with the project M&E to ensure that all allocation is properly planned and ensure that financial figures’ inputs are properly reflected in the narrative donors’ report.
• Support and assist the CTA in the preparation and finalisation of financial proposals to donors
• Provide substantive inputs to assist the CTA
• Consolidate financial data for budget estimates and financial planning/forecast.
• Assist the program in all aspects of accounts maintenance and budget control by providing timely and updated reports on financial status, procedures, exchange rates, costs and all other expenditures of relevance, as well as highlight potential funding issues and take pre-emptive actions to avoid escalation in the future
• Ensure relevant, timely and accurate monthly and quarterly submission of donor’s financial reports.
• Ensure efficient provision of administrative and financial services in the areas of accounting control, recording, reporting, management and tracking of project assets
• Follow up agreements with donors, anticipated funds, & timely donors reporting for timely funds transfer & activities implementation.
• Alert CTA in advance on any anticipated budget shortfall and ensuring that the CTA is briefed about the financial status of the project regularly;
• Follow up all financial matters of the project with the CTA & UNDP - country office
• Maintain the financial records related to project management & files in a way that information is up to date and easily accessed.
• Follow up the Harmonized Approach to Cash Transfers (HACT) in all its phases: Micro assessment, Letter of Agreement preparation, workplan, opening of new implementing agent, performing the related needed atlas budget revision, face submission, advance payment, reporting, assurance activities (spot checks, audit).

Personnel & General office Administration:

• Follow-up on contracts of staff (extensions, renewals) and maintain various personnel records and files. Make sure all files are in order and updated.
• Ensure systematic briefing to project staff about administrative matters and provide administrative support as/when required
• Maintain accurate and up to date office assets records
• Assist with travel arrangements for international travel;
• Support in organizing workshops, training events…
• Carry out other tasks as deemed necessary by CTA

Management support

Assist the CTA in developing and implementing an Action Plan for the improvement of financial management systems and procedures, including audits recommendations
Support the Areas (Area Managers and Project Assistants) in identifying needs in the following aspects of financial management:
(i) systems and procedures;
(ii) organization of the system of internal audit and control,
(iii) training of managers and staff on mechanisms to ensure the improvement of the financial control funds

IV. Competencies

1. Ability to assume Responsibility and to coordinate with others
2. Strong organizational, interpersonal, communication and problem-solving skills.
3. Attention to details, Ability to work under pressure, meet deadlines and handle multiple tasks simultaneously and accurately
4. Produces quality outputs in a timely manner when assigned a given task
5. Computer literate
6. Knowledge of Operational functional services, regulations, rules, procedures and processes
7. Applies policies, standards, procedures and guidelines

V. Recruitment Qualifications

Education:
• A Bachelor Degree with 5 years of experience or a graduate degree with 3 years of experience in the field of Finance / Business Administration or other relevant field.

Experience:
• Experience with international and /or local NGOs/agencies and authorities in finance and accounting activities.

Language Requirements:
• Written and oral English and Arabic communication skills, French is an asset.

Skills:
• Advanced computer skills, including word processing (Word), spreadsheet (Excel) and data management programmes, and ability to quickly learn new applications.

Apply Online:

http://www.undp.org.lb/jobs/VacancyApply.cfm