Terms of Reference: Senior Accounting and Administrative Officer

APJM is seeking a qualified full-time Senior Accounting and Administrative Officer who will be responsible for all accounting and financial matters of APJM, its projects, programs and management reporting.

Responsibilities and duties:

Accounting and Finance Management:

• Establish and maintain an effective accounting and financial management system and improve its internal control procedures in order to ensure transparent, efficient and accurate monitoring and reporting
• Handle all financial and accounting matters for APJM such as accounts payable and accounts receivable
• Ensure annual organization audit is carried out and annual budget is prepared, and liaise with relevant authorities in this respect
• Run regular assessments of the overall financial situation of the Organization
• Prepare management reports on a monthly and quarterly basis
• Ensure compliance with all local government taxation and labour regulations and prepare fiscal declarations (income taxes, taxes on salaries, NSSF…) and liaise with relevant authorities in this respect
• Facilitate all types of audit: internal, external and donor’s
• Manage and update the accounting system on daily basis, including data entry
• Reconcile cash and bank accounts on a weekly basis
• Maintain all financial information up-to-date, secure and confidential
• Update APJM assets and prepare the amortization
• Prepare financial statements, profit & loss statement, income statement and balance sheet
• Petty cash management: send monthly requests for cash, keep updated records for petty cash
• Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that relevant records are properly maintained
• Maintain an organized filing system for all accounting, financial and administrative documentation (including transactions, contracts, invoices, rentals…)

Project and Program Finances:

• Establish and maintain a proper monitoring system to meticulously investigate the progress of APJM’s Business Units: Ecotourism, Food and Handicraft Products, Seedlings, and Publications
• Prepare operating reports for each Business Unit with the Program Manager, analyze the data and recommend changes to improve performance
• Participate in the budget development of all new projects and the budget amendments of ongoing projects
• Monitor the performance of the project expenditures against the project budgets throughout the year and prepare monthly project reports
• Timely identify, inform and discuss any issues with the Program/Project Manager
• Assist with the preparation of the audits required by donors
• Ensure accounting for all grants in accordance with the requirements of the donors
• Make sure that all related financial and administrative documentation is properly filed and comply with the donor’s requirements (invoices, payment vouchers, payments…)
• Assist the Program/Project Manager in responding to audit inquiries and requests for financial reports
• Ensure a proper and transparent procurement process, including the preparation of request for quotations, purchase requests, purchase orders, collection of invoices, making sure that goods were received according to request
• Implement purchases following the purchase order system (payment vouchers) and adequate logistics procedures

Administrative Management:

• Prepare the payroll and manage employee files and records
• Follow up on all rental agreements and timely identify and inform of any arising issues (payment, renewal of contract…)
• Follow-up on the renewal of the organization registration and liaise with the relevant authorities
• Participating in project activities and events, and supporting project team in logistics
• Following-up on office maintenance

Stock inventory management:

• Coordinate with Program Managers to ensure stock inventory is regularly updated
• Maintain the stock levels to ensure timely availability of products
• Create and analyze reports based on stock data: sales, cost, profit margin…

Requirements:

• An undergraduate University Degree in accounting, business administration, finance or related field from a reputable institution is a requirement and a higher degree (Masters) is a plus
• At least 3 to 5 years of work experience in Accounting and Administrative Management
• Excellent computer skills including: MS Office (high proficiency in Excel is required)
• Experience with accounting software required (selecting financial, cost-accounting and inventory/bar code software might be required)
• Experience with national human resources laws and NGO systems preferable
• Strong analytical and accounting skills, thoroughness and attention to detail
• Strong oral and written communication skills in Arabic and English (French is a plus)
• Personal attributes: honest, trustworthy, hardworking, and demonstrates sound work ethics
• Familiarity with the Jabal Moussa Biosphere Reserve is a plus

Duty Station:

• Office: APJM-Jounieh
• Field work might be required occasionally (in and around Jabal Moussa)

Applications:

Interested candidates who meet the selection requirements are requested to submit their CVs and cover letter to info@jabalmoussa.org with the subject line "Accounting and Administrative Officer ". Only short-listed candidates will be contacted for an interview.