Training And Admin Assistant

Background Medical Aid for Palestinians (MAP) works for the health and dignity of Palestinians living under occupation and as refugees, delivering health and medical care to those worst affected by conflict, occupation and displacement. Over the past 30 years, MAP has maintained a significant presence in Lebanon, responding to the needs arising from life-long displacement in refugee camps. Working in partnership with local organisations and health care providers, we provide access to essential services for the most vulnerable among the refugees. MAP also contributes to the protection of communities and individuals by monitoring access to health and identifying, managing and referring cases of violence, in conjunction with grassroots and high-level advocacy.  2. Objective of the position: To provide administrative and logistic support to  MAP’s Team, and to contribute to the organization and smooth delivery of training activities in the frame of MAP’s Mental Health and Psycho-Social Support “Strengthening MHPSS in Palestinian Camps and Gatherings for Children, Women and Families affected by the Syria Crisis”.  3. Key tasks and responsibilities:  3.1. Coordination and logistic support – reporting to MHPSS Project Coordinator (indicatively, 70% of the time) Maintain an updated calendar of scheduled training activities and related necessary tasks to follow up; Maintain an updated training activities database; Maintain an updated trainees’ database; Liaise with project partners, trainees, trainers, translators, to coordinate practical and logistic aspects of the training activities planned – including training schedules, venues, accommodation and transportation arrangements, and others;   Support MAP F&A team with procuring training support services – including accommodation, transportation, catering etc. Liaise with trainers and translators to ensure the timely reception of any training materials, handouts, pre/post tests, training certificates, evaluation forms and other documentation in soft copy, ahead of the training; ensure the timely distribution of such materials to the trainees prior to, during or after the training, according to trainers’ instructions; Liaise with the trainers to ensure the timely reception of lists of equipment, stationery and other materials needed for the training; be responsible for the procurement and timely on site delivery of such equipment, stationery and other materials; Prepare and collect attending sheets; Ensure the timely distribution of per diem allowances to the trainees, if and as required, and collect related receipts of payment; File hard copies of all the documentation related to each training in hard and soft copy; Support with the translation of any documents, including training materials, training reports and others as required. Regularly attend training activities, in coordination with other MAP monitoring team members; Regularly collect feedback from trainees and partner organization regarding the activities implemented.   3.2 Admin and office services – reporting to F&A Manager (indicatively, 30% of the time) Support the F&A team with the preparation of financial reports Support the F&A team with the procurement of services and supplies, in accordance with MAP Lebanon F&A guidelines and donors’ guidelines Maintain and regularly update asset registers in Beirut and field offices Maintain and regularly update personnel files according to MAP F&A guidelines and Security Handbook; File programme documentation including narrative and financial reports and annexes, activity documentation, M&E reports etc.; File copies of all printed materials including brochures, posters, leaflets etc. produced by both MAP and partners; File official correspondence in IN/OUT register; Monitor stocks (stationary, cleaning materials, etc.) and resupply the office as needed; Coordinate the logistics of donors/partners/colleagues’ visits, including flight and hotel reservations, airport and hotel pick ups etc. Provide written translations and interpreter services as required and as compatible with other responsibilities.   4. Time-frame The Training and Admin Assistant is a full-time position, fixed-term contract for six months with possibility of an extension, depending on continued need for the position and availability of funding. Flexibility in working hours is required.   Start date: immediate.   5. Duty station and travel arrangements Beirut – based, with frequent travel to other areas; occasional overnight stay outside Beirut may be required.   6. Professional qualifications: A university degree in a relevant field; a degree in Business Administration or English is highly preferred. 1/2 years’ experience in a similar position at an International or Local NGOs and/or other institutions. Familiarity with Health, Community Development and/or Humanitarian Aid interventions. Familiarity with UN Agencies, International NGOs, donors’ administrative procedures and systems highly desirable. Strong proficiency in Arabic and English, both spoken and written Proficient in Ms Office - word processing, spread sheets, etc. Having a driving license and able and willing to drive in Lebanon.   7. Personal qualifications: Strong work ethics and commitment to MAP’s goals and values. Excellent coordination and problem solving skills. Goal-oriented; attention to detail with strong follow up. Team oriented with strong team building skills, but with ability to work also efficiently with limited supervision. Flexible and responsive to program challenges, with willingness to take on additional tasks as needed. Able to work under pressure, and to manage multiple tasks.   8. Deadline for applications: Deadline for applications is 18th May 2015. Candidatures will be reviewed on a rolling basis until the position is filled, therefore early applications are strongly encouraged. Only shortlisted candidates will be contacted.    9. Application process: All applicants should send a cover letter (maximum one page), and an updated CV (no longer than three pages, and including contact details of at least two professional referees), both in English to marta.petagna@map-uk.org (Director of Programmes) and massimo.alone@map-uk.org (MHPSS Project Coordinator).