Project Assistant - Governance & Conflict Resolution

PROGRAM/DEPARTMENT SUMMARY: Mercy Corps exists to alleviate suffering, poverty, and oppression by helping people build secure, productive, and just communities. The agency pursues its mission through emergency relief services, sustainable community development, civil society and economic development initiatives. Mercy Corps has been present in the Middle East since the 1980’s and currently has offices in Yemen, Lebanon, Jordan, Syria, Iraq, and Egypt. Working in Lebanon since 1993, Mercy Corps promotes economic and social development in marginalized communities and respond to emergency needs as they emerge. Since the outbreak of the conflict in Syria in 2011, Mercy Corps in Lebanon has shifted its programs towards emergency based interventions while integrating long-term development programming by focusing on key sectors: Protection, Water Sanitation and Hygiene (WASH), Governance and Conflict Resolution (G-CR), and Livelihoods. Under the scope of the Governance and Conflict Resolution (G-CR) Programme, Mercy Corps initiated back in 2015 the “Governance and Community Action Program” (GCAP) in Tripoli mainly in Dinnieh district, targeting in particular six vulnerable municipalities (Sir, Bakhoun, Aassoun, Kfarhabou, Beqaasafrin and Izal). The overall objective of this program is to empower vulnerable municipalities and communities to mitigate conflict caused by resource tensions exacerbated by the Syrian crisis. In this regard, Mercy Corps works closely with municipalities to mobilize and enrich community members with skills that can help them identify sources of common tensions and create action plans that will mitigate those tensions. GENERAL POSITION SUMMARY: The Project Assistant will support his/her colleagues in all aspects of implementation. It will involve fulfilling specific deliverables outlined in the program plan. This will namely include supporting the program team in program documentation, reporting, coordinating in addition to handling other tasks related to procurement. ESSENTIAL JOB FUNCTIONS: Procurement Functions: Has a full understanding of Mercy Corps procurement policies and formats; Fill Purchase Requests (PRs) in coordination with the Project Manager and the technical staff; Make sure that the specifications are clearly reflected in the Purchase Requests (PRs) and in details with respect to quality, quantity or type of material requisitioned, etc.; Print Purchase Requests (PRs) and ensure that PRs are given to the originator for appropriate signatures; Prepare an on-going master-list with all assigned Purchase Requests and update it on daily basis; Send on daily basis the updated PR master-list to the Program Team in Beirut;  Coordinate with the Procurement Department to follow up on the status of the orders and facilitate the overall process; Maintain adequate documentation of purchase transactions and procurement contracts for archival Administrative Functions: Support the Project Manager and Project Coordinators in planning and implementing program activities to meet key deliverables based on timeline and scope agreed with the donor; Provide day-to-day support and coordination, including administrative, financial and logistical support. Trouble shoot any administrative problems and report any challenges or bottlenecks to Project Manager; Support Project Manager and Project Coordinators in organizing meetings, community engagement and awareness raising/information dissemination events; Prepare minutes of meetings; Draft progress reports and other official correspondences (letters, Memos); Assist in the preparation of MoUs with local partners and authorities; Assist in the preparation of projects profiles and facilitate collection of data; Assist in filing and record keeping of program activities; Document leave requests from the project staff and monitor annual leave balances; Collect time sheets and ensure their delivery on time on monthly basis; Implement Mercy Corps’ Gender Equity policy and applies Do No Harm approaches; Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission; Perform other assigned tasks, as necessary.    SUPERVISORY RESPONSIBILITY: N/A   ACCOUNTABILITY: REPORTS DIRECTLY TO:  Project Manager   WORKS DIRECTLY WITH:  G-CR Program, Operations, Finance, and M&E Teams KNOWLEDGE AND EXPERIENCE:  BA/S or equivalent in business administration or other relevant field required; Minimum of 2 years of experience. Working with INGOs is a plus; Excellent written and oral communication skills in English required; Good computer skills on MS Office programs, especially in MS Excel; A clear understanding of procurement ethics and donor compliance is essential SUCCESS FACTORS: Conscientious with an excellent sense of judgment Ability to work simultaneously on multiple tasks Willingness and ability to work effectively with a wide variety of people Excellent interpersonal and organizational skills Ability to work as part of a team and coordinate with project personnel Positive, respectful attitude and collaborative approach to problem solving Demonstrated attention to detail; ability to follow procedures, meet deadlines and work independently as well as cooperatively with team members