Program Support Assistant

Under the overall supervision of the Head of Office and the direct programmatic supervision of the Canadian Orientation Abroad (COA) Coordinator/Facilitator, in coordination with the Global Program Manager (in Geneva), the Administrative Project Support Assistant will be responsible for: •     Assist COA Coordinator/Facilitator, in coordination with the training team, with  the scheduling of COA and Planning for Canada sessions in Lebanon and in the preparation and consolidation of quarterly training schedules; •     Assist COA Coordinator/Facilitator, in coordination with the training team, with COA registration; that is, calling participants and following-up on their attendance at a COA session.  For instance, if participants cannot make it for a specific session, they should be invited to the next session; •     Assist COA Coordinator/Facilitator, in coordination with the training team, with all logistical arrangements of session delivery. Some examples:  preparation of training area (furniture, flip-chart board, paper and markers, equipment and drinks), hotel bookings (if required), coordination of COA participants’ lists with IOM Security Unit, coordination with IOM Procurement/Logistics for the ordering of meals and purchase of snacks, preparation of transportation reimbursement sheets, submission of invoices to Admin/Finance, etc.);  •     Assist Coordinator/Facilitator in providing a cordial, timely and informed response to general inquiries about the COA project, registration process, and other requests that may come from IOM, the Canadian Embassy and/or from the training team; Assist and support childminder whenever necessary; •     Assist Coordinator/Facilitator in the coordination with IOM Admin/Finance regarding the procurement of small bills for the participants’ transportation reimbursement (in advance of each refugee session), in exact amounts, and distributed at a specific time at the end of each day or each session; •     Assist Coordinator/Facilitator in the maintenance of an inventory of COA visibility products; •     Assist Coordinator/Facilitator in the ordering of COA materials from COA Manila (COA pens, notebooks, certificates, red bags, and other printed documents); •     Oversee photocopying/reproduction of training materials; •     Assist Coordinator/Facilitator, and the entire COA team, in maintaining office vigilance (keeping certain doors locked or closed, office stats away from non-COA staff, drawers with equipment and money locked), and in providing a safe and clean environment for all employees and beneficiaries; •     Assist Coordinator/Facilitator with the translation of documents and activities into Arabic, if required; •     Keep track of COA requisitions for equipment/printing/dry food/meals, office supplies and review to ensure that charges have been recorded accurately;; •     Assist Coordinator/Facilitator in the management of the COA petty cash fund (if any) in Lebanon, including its regular liquidation and replenishment; •     Collect, check, review (in coordination with training team) and timely send attendance sheets and statistical summaries from COA Lebanon to COA Manila (COAStatistics@iom.int); •     In advance of each session, print attendance certificates for all COA and Planning for Canada participants (names should not be written by hand, but printed and centered on the name-line); •     Maintain cordial and respectful relations with all beneficiaries at all times; •     Perform other administrative functions as may be required.