وظيفة: Finance and Procurement Coordinator – منسق الشؤون المالية والمشتريات للعمل مع السبيل الثقافة للجميع

Terms of reference

Finance and procurement Coordinator

“Pilot project to support community solidarity actors working in favor of education and youth in the current crisis context in Lebanon”

February 2023 – June 2024 (17 months)

About Assabil:

Assabil is a non-governmental organization founded in 1997 to promote reading and free access to culture. By creating public libraries as non-sectarian and open spaces for cultural exchange and providing access to information and reading, Assabil filled a void in postwar Lebanon.

The 1998 municipal elections prompted Assabil to organize a national conference the following year to lobby for public reading and the creation of libraries in municipalities all over Lebanon – and to launch an effort to create a network of public libraries in the country.

In cooperation with Ile-de-France Region, Assabil reached a historic agreement with the Municipality of Beirut to establish a network of municipal public libraries. The first municipal public library of Beirut opened its doors in 2000 in Bachoura. It is surrounded by approximately 20 public schools that are located within a 10-minute walking distance. Assabil has also opened libraries in Geitawi (2004) and Monot (2008) and launched a mobile library in 2008 to serve primarily public schools and non-formal education centers in remote areas.

What We Do

We welcome people of all ages, religions, and socio-economic and educational backgrounds to enjoy our services that include:

Free access to the three municipal public libraries of Beirut

A network of 20 public libraries all around Lebanon

Community outreach through a mobile library that visits public schools and NGOs serving underprivileged children

Regular cultural and educational activities in Beirut

Resource material and activity toolkits targeting librarians and educators

A Resource and Training Center for professionals in public libraries, schools, cultural centers, and community-based organizations

Consultancy services for individuals and entities interested in establishing libraries

Context

The current patchwork of crises in Lebanon particularly affects Lebanese youth, limiting them from getting an education and jeopardizing their future. The economic crisis and the reduction in household purchasing power has led many young people to drop out of school, as they can no longer afford to pay school fees and books, and most of them have started working, mostly informally, to help support their households. UNICEF's Searching for Hope report indicates that 3 out of 10 young people have dropped out of school completely. Faced with the lack of prospects, young Lebanese prefer to leave the country, as explained by Suzanne Menhem, a researcher at the Institute of Social Sciences at the Lebanese University, who conducted a survey of 1,023 young people aged between 18 and 29. The survey revealed that 75.6% of young people surveyed wanted to leave Lebanon.

In such a context, the present project, funded by Secours Catholique – Caritas France (SCCF), aims to develop and implement an innovative and transferable model for strengthening local solidarity actors in a complex crisis context. This objective will be pursued through the support of six Lebanese organisations in the pursuit and consolidation of their respective actions in favour of education and youth. This support will lead to the implementation and testing of a multi-actor cooperation framework.

Presentation of the local solidarity actors targeted by the project

The project involves six local civil society organisations, most of which operate on a voluntary basis and are deeply rooted in the community. They were selected based on a list of clear criteria established before their targeting, namely

Their local, civil and civic identity;

Their involvement in education and youth ;

Their commitment to the humanitarian principles of humanity, neutrality, impartiality and independence;

Their interest in the project and the multi-stakeholder framework it proposes;

Their needs in terms of financial support and organisational and/or technical assistance;

Their ability and willingness to be clearly and transparently accountable for the resources they will receive from the project;

Their ability to continue in the communities they are assisting after this first pilot phase of the project in the event that funding from the SCCF ceases.

Main work interfaces

Internal interfaces

– ASSABIL Executive Coordinator

– Project Coordinator

– ASSABIL Financial and Admin officer

External interfaces

– Partner organizations

– Banks

– Auditors

– Funding Agencies (occasionally)

– Suppliers

Mission 1: Budget and Expenditure Management

• Assisting PC in drawing up global budget and for carrying out a regular reconciliation between expenditure committed and the budget forecast.
• Share alert points to the PC in case of overconsumption/underconsumption of the partners’ budgets
• Management of administrative expenditures (collecting offers, coordination with suppliers, assistance in overall expenditure planning and budgeting)
• Ensure the preparation and the filing of vouchers, their accounts allocation and the recording of entries in Excel and specialized accounting software.
• Coordinate with external auditors
• Be responsible for the documentation and archiving of all supporting documents related to all expenditures of the project.
• Assisting PC in preparation of contracts for outside experts and consultants

 Mission 2: Cash-flow management:

• Assistance in the cash-flow management to the PC: In coordination with the project coordinator, draw up monthly forecast, optimizing the cash-flow, evaluate the project’s cash-flow requirements with the PC
• Be responsible for the management of cash-boxes of the organizations partners (available amount, balance checks,.. etc.).
• Manage cash movements, supplying the sites (transfers, advances), and the amounts in circulation, specifying the payment procedures (bank transfers, cheques, cash).

Mission 3: Monitor funding and expenditures

• Based on the budgets by activity and the global budget, draw up the budgets for expenditure monitoring
• Updating of Project Budget and Balances and communication thereof to Project Coordinator on a bi-monthly basis.
• Implementing monthly reconciliation with the bank statements and prepare forecast of expenditures for the coming 2 months.
• Producing the financial reports according to formats required and defined by funding bodies.
• Recording and documentation of incoming payments per account and project.

Mission 5: Administrative Tasks

•  Manage Office Cash-box
• Administrative communication
• Be responsible for the presentation, circulation, filing and archiving of administrative files of the project.
• Manage the Stationary Stock of the project, organization, purchase, distribution, refill etc.
• Other administrative tasks as per needs

Education and knowledge required

• University degree in relevant field (Business, finance, economics)
• Minimum 3 years’ experience working, preferably with local or international NGO
• Computers: office pack, accounting software (preferably, training possible)
• Languages: English and Arabic, French is a plus..

 Skills required

•   Administration
•   Finance
• Procurement
•   Organization
•   Proactive skills
•   Inter-relational skills
•   Motivation
•   Versatility
•   Adaptability
•   Initiative
•   Team worker

Full time position, 40 h per week

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