Coordinator of Support Services (Finance, Administration, HR, Procurement)
Expertise France
Total years of experience :13 years, 2 Months
Management & HR:
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Ensures the overall management of the organization and operation of the office.
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Coordinates all teams and ensures direct management of the Finance manager and the Procurement & Logistics manager with a team of 10 staff in the department.
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Refining the organization work base, as well as the responsibilities of different people.
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Ensures the implementation of HR processes in the field (recruitment, evaluation, training) as well as the harmonization and application of a salary scale policy.
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Recruiting and supporting new staff (induction, training, appraisal, evaluation, fixing goals & objectives…)
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Defining the processes related to HR, Finance, Procurement, Logistics, …
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Ensures that procedures with Lebanese administrations (tax, customs, VAT, NSSF, etc.) are carried out.
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Putting in place the tools and procedures necessary for the professionalization and empowerment of teams in the field.
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Defining the roles and responsibilities of each department (RACI), in conjunction with the manager(s) concerned to streamline interactions with projects.
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Scales up certain processes to support projects on a regional scale (reporting support mechanisms).
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Participates, in conjunction with the regional security representative, in team security management processes.
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Finance, accounting and internal audit:
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Supports Project Managers in redefining their budget: planning, management and monitoring of the project budget, in compliance with contractual obligations and Expertise France rules.
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Consolidates the monthly budgetary and forecast monitoring of projects, in conjunction with the program teams.
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Supervises cash flow, monthly accounting, financial security and internal control.
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Responsible for accounting closing exercises and agency budget references in accordance with EF accounting procedures
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Responsible for preparing financial reports, in compliance with donor rules.
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Responsible for planning, implementing, and monitoring project audits in conjunction with headquarters.
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Ensures the monthly update of the cost allocation.
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Ensures the banking relationship.
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Responsible for implementing internal control within the office (transmission of procedures, monitoring their appropriation)
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Contributes to the adaptation and implementation of field procedures in connection with the steering unit of the Operations Department, and to their appropriation by the support functions.
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Plans the internal and external audits to be carried out and ensures that the recommendations are considered and implemented.
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Advice on foreign exchange transactions to mitigate potential foreign exchange losses.
Procurement & Logistics:
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Collaborating with the legal affairs department and the procurement manager in planning, steering and monitoring the implementation of projects procurement plan, in conjunction with the project managers.
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Sets up the purchasing process with the procurement manager.
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Supervises the office's logistics activities: general resources, management of rental leases and IT equipment.
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Supervises vehicle fleet and driver management.
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Advice on solutions and potential improvements regarding IT standards and practices at the Lebanon office, in conjunction with the logistics manager and the IT department.
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Technical assistance to project teams on the deployment of new applications, new rules and regulations, etc.
Finance:
Prepare and update a pipeline and forecast of the field office expenses.
Prepare and submit monthly funding requests together with a monthly report on projected cash needs.
Compile monthly finance reports and bank reconciliations.
Maintain financial files, including but not limited to expense reports and bank account reconciliations, payroll, tax withholding records, bank account and petty cash balances, travel and other advances, financial reports to EDC Home Office, USAID, or the Government of Lebanon, and related correspondence.
Ensure checks on compliance with USAID’s Anti-Terrorist Certification (“ATC”) regulations is conducted in a timely manner.
Accounting:
Maintain orderly and accurate record keeping
Oversee and ensure maintenance of book keeping and accounting practices according to the requirements of USAID, EDC, and the laws of Lebanon to ensure accurate and reliable data necessary for project operations.
Oversee effective completion of tasks to review all invoices, bills, vouchers, or other documents for accuracy and completeness before paying them, collection of accounts receivable
Review and execution of all tasks related to staff salaries and payroll reporting, ensure income tax and social security payments are done on time
Procurement:
Achieving the In-Kind Grants Initiative to 10 Higher Education Institutions in terms of procurement (Furniture supplies, Computer Equipment, promotional items …)
Organize and settle up all EDC events (Annual summit, workshops, round table discussions, …) in terms of hotel reservation, venue management, catering, guests transportation, printing materials, communication and visibility (photo & video shooting)…
Ensure that the most reasonable, fair, expeditious, and appropriate procurement choices are made in a transparent manner in accordance with EDC and USAID procurement processes. This includes:
Advise on procurement of goods and services from local vendors;
Ensure terms of reference include the correct specifications
Sourcing strategy, supplier selection and evaluation
Quality Assurance
Transport/Logistics management:
Ensure that HECD equipment and vehicles have the ability to perform at acceptable standards.
Prepare reports on issues related to transportation and logistics.
Oversight for vehicle registration, maintenance, travel plans and driver performance.
Arrange leases for the project office and international staff residences.
Develop budget for transportation and logistics activities.
Ensure telecommunication and internet connectivity are addressed and resolved.
Human Resource Management:
Ensure efficient human resource management and general administration of the project focusing on achievement of the following results:
Compliance with EDC policies and procedures for recruitment and human resource management for the project.
In coordination with COP ensure that each staff has a job description.
Compliance with local labor laws, including registration, eligibility for tax-free status, and review of regulatory/statutory compliance requirements for the treatment of local hires, etc. and communicates this information to relevant individuals and departments.
Ensures proper filing of human resource documents.
Ensure collection and analyses of timesheets and leave accruals and balances.
Support Services Management
Ensure oversight of various support services such as, IT, reception and transport.
Ensure that standard procedures are followed when third party service providers are hired.
Ensure that the third party properly executes in accordance with the terms of the agreement.
Manage country and project accounting and coordinate administrative personnel.
Responsible for the proper technical performance of all accounting-financial activities of the mission and its projects.
Ensure the correct and effective management of financial resources, in accordance with the Organization procedures.
Assume responsibility for cash account administration, ensuring conformity to existing procedures; shortages or thefts must be reported, bearing the joint signature of both the Country Finance Officer and the Head of Mission
Update the economic and financial status of the mission and related-projects, in terms of expenses, appropriations, available cash and liquidity (Prima Nota)
Carry out a monthly update of the Global Management of the mission under the coordination of the Regional Finance Officer
Provide support to the Head of Mission in drafting new projects
Check Bank accounts of the mission and provide the Regional Finance Officer with monthly Bank Statements and Bank reconciliations
Check the interim and final financial reports and submit them to the Project Manager and Head of Mission for approval (with the support of the Regional Finance Officer)
Assume responsibility for local personnel register
Ensure the proper execution of goods, works and services procurement processes and their conformity to INTERSOS and donors' procedures
Be responsible for mission administrative-accounting documents and all finished project Documentation (with the support and overall responsibility of the Regional Finance Officer)
Finances and Accounting
Carry out the day-to-day accounting functions of the program including, but not limited to:
Managing in-country cash, ensuring sufficient amounts are available at all times and that necessary security measures are in place and are being strictly followed
Conducting regular cash and bank reconciliations, verifying amounts held and reporting any discrepancies
Paying supplier invoices either directly or in conjunction with colleagues and in accordance with agreements
Preparing pay staff salaries and allowances as agreed, ensuring that all required statutory deductions are made and subsequently paid to the appropriate authorities
Supporting colleagues in cash handling and financial transactions, providing coaching and guidance as required
Ensuring all financial transactions are carried out in accordance with the Medair guidelines and procedures and any donor requirements
Responsible for bank accounts, checks, bank transfers and safe transfer transactions
Maintain close communication with program and logistics staff to accurately predict and manage cash
Carry out the monthly accounting functions of the program including, but not limited to:
Produce accurate monthly accounts within the agreed timeframe, including the compilation and finalization of monthly expense sheets for all cash and bank accounts
Gather cash need forecast from Budget Holders and consolidate it in the monthly cash needs forecast, ensuring that money is transferred between locations in a timely manner and that daily cash needs are met
Work with the Project Support Manager, take responsibility, to:
Prepare for and support internal and external financial audits, providing all information required by local legislation, donors, HQ or other bodies
Conduct regular internal audits and report immediately any possible fraud or theft
Lead on programmatic financial planning and budget management; Supervise budget management and forecast of Sector managers and hold monthly grant review
Administration
Ensure a clear and transparent paper trail is adhered to for all financial transactions and that all filing and archiving is in line with Medair and donor requirements which follows international accounting standards.
Organize, manage and check on all scanning, filing, archiving
Communication
Maintain open and frequent communication, where applicable, with the Project Support Manager, HR and Finance team in Beirut, field management and the HQ Finance Officer concerning all financial issues
Ensure colleagues are informed of the required finance procedures, and be available to answer any finance related questions and to provide coaching and guidance as necessary
Conduct finance training for all new staff during induction periods as well as periodic refresher trainings for all staff
Quality Management
Adhere to all financial internal controls by using and promoting the Finance Manual of procedures and other operating procedures, ensuring that all standardized formats are used and guidelines are followed.
Delegated Responsibilities:
Maintenance of accurate and timely accounting records for all financial transactions
Filing and retrieval of accurate supporting documentation for all financial transactions
Management of cash and, where applicable, bank payments, ensuring the security of all funds
Achievements:
- Implementing Financial procedures
- Implementing new ways of payment: paying via OMT
- Working on the yearly Base Budget and MADAD Budget and implementation
- Making the Mid-year Budget review for the base Budget and all the projects Budgets
- Responsible of all the Audit visits
- Monitoring base payments and budget
Assist in resolving administrative problems related to finance, supply chain and Human Resources, by collecting information, preparing notes to the file, and getting approvals.
Assist in the preparation and update of field-based budgets and spending plans
Maintain the supplies inventory of all WPE program locations by checking the stock to determine the inventory level; forecast supplies in consultation with the Supply Chain Department.
Coordinate repairs to office equipment and Women and Girls Community centers in collaboration with the Supply Chain Department.
Collect price lists of services and items according to the procurement plan of the WPE Program.
Raise Purchase Requests and prepare payment requests and follow-up on their approval by liaising with Finance and the Supply Chain Department.
Manage petty cash and conduct local purchases within the thresholds for petty cash procurement allowed by IRC policy.
Maintain and update the WPE Purchase Request Tracker.
Responsible for the logistical arrangements of meetings, workshops and other events.
Prepare meetings and workshops materials.
Draft agendas, take minutes at meetings and workshops and maintain attendance sheets.
Type correspondence, reports and other documents, requested by the WPE staff in English and Arabic.
Prepare all necessary documentation and make all arrangements for movements and missions of WPE team members, including weekly movement plans.
Prepare payments for casual workers and other volunteer staff within WPE.
Collect and deliver timesheets to Human resources.
Carry out all administrative tasks by ensuring compliance with IRC administrative standards and with local laws and regulations.
Ensure comprehensive understanding of retail laws, security & health and safety issues.
Be proactive and able to use initiative when solving problems.
Keep strong IT skills and knowledge of the latest retail software systems (Retail-Pro, SAP, BI)
Maintain Inventory controls, prepare staff payroll and Profit & Loss ledger
Prepare the Cash Office “Daily reconciliation of Store takings & reports”
Responsible for the bank accounts and Banking/Foreign Exchange operations
Manage store Petty Cash
Responsible for tallying the safe fund on a daily basis
Prepare Credit Card Reconciliation Reports
Prepare the Monthly reports: Store KPI, Store Performance, Sales & Layout Summary, Store space mix, Daily budget of the month, period 1, period 3, Xout for the hole month, Variances between RPro sales, SAP and BI, Monthly RPro daily sale format, Store cash balance: Safe fund and petty cash statements, weekly performance report, daily briefing sheet and productivity…
Team leader and responsible for overseeing the product
Conduct capacity building trainings for the sales men
Prepare sales men daily schedules, client visits, orders, payments…
Responsible for the coordination between sales team, invoicing team and the delivery team.
Control invoices, payments, due payments, client offers…
Prepare sales team targets and customers offers
Responsible for the accounting of client payments, account statements, credit and debit notes…
Conduct market studies: new offers, new products, new lines…
Prepare SWOT analysis
Responsible for all cash transactions and non-cash transactions: transfers (internal and external).
Prepare account settlements, loan payments, credit card payments…
Ensure to provide good customer service to the clients
Assist customers in all banking services
Research Topic: Local Governance, sustainable development and eco-citizenship High appreciation and recognition of the Jury members with a grade of 18/20
Certification: Certified Nonprofit Accounting Professional (CNAP) Certificate No: 16138, Non Profit CPAs issued by the Financial Management Association (FMA)