Project Support Officer

Role Title

Project Support Officer

Role Information

Role Type FTC

Pay Band H

Location Lebanon-Beirut

Duration 2 Years

Reports to Project Manager – Society, with a matrix relationship to Communication Manager

Role purpose

To support in the financial, administrative and logistics of the implementation of education and society projects, liaising with key stakeholders, suppliers and wider target audience in Lebanon to meet the project’s objectives. Additionally the role will require substantial support in digital and offline communication to programmes and projects within the project department.

About us

The British Council is the UK’s international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with – changing lives by creating opportunities, building connections and engendering trust.

We work with over 100 countries across the world in the fields of arts and culture, English language, education and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body.

Geopolitical/SBU/Function overview:

The post holder will be responsible for supporting relevant Project Managers in the management and delivery of the British Council Projects. The post holder will also be responsible for supporting and delivery communication deliverables aligned to programmes communication plans with the support of the Communication Manager.

The post holder will be the focal contact for internal and external stakeholders regarding procurement, logistical support of activities and events, in addition to online and offline communication.  Therefore, s/he is required to demonstrate excellent customer service, communication, entrepreneurship and team working skills, as well as administrative and organisational competencies in full compliance with British Council corporate standards in finance, IT, procurement, customer service and HR policies and standards.

Main opportunities/challenges for this role:

Working closely with colleagues across British Council (regionally and locally), the team is responsible for ensuring the quality and consistency of projects and programmes, meeting the expectations of contractors and partners.  This includes:  managing all aspects of delivery, compliance, risk and finances across the portfolio.

Main Accountabilities:

• Closely liaising with relevant Project Manager regarding the project brief and deliverables.
• Closely liaising with the Communication Manager in developing and executing communication plans.
• Reporting on key milestones and where risks are emerging in the projects in relation to logistics, procurement and payments
• Finalising and delivering all arrangements within an agreed time frame.
• Collecting and analysing Scorecard data where appropriate.
• Supporting in project budget management and reporting actual and anticipated expenditure to Project Manager.

Finance and compliance

• Provide financial management support including the effective use of SAP, raising PO’s, journals and creating vendors
• Invoicing and maintaining financial files and records
• Supporting the project  Manager to record budgets and provide management reporting information as required
• Provide planning and re-forecasting support for the  project manager
• Follow up procurement and financial procedures to be compliant with British council and donor requirement 
• Ensure a good information management of the project documentation and appropriate filing on the database and collaboration sites.

Events and meetings

• To provide support in events and workshop planning: follow up on procedure, ensure efficient and timely  booking  of venue, flights  and accommodation arrangements as necessary,   organising hospitality, transport, accommodation, marketing materials and management of external speaker requirements therefore contributing to the successful running of events.

Communication and customer service

• To be responsible for internal and external project communication, including support in developing communication plans, executing online and offline communication plans, acting as a liaison between project department and the Communication Manager, responding to internal and external enquiries.
• To support sharing Project information locally and regionally by supporting in the update of the calendar, sharing information about the project.

Key Relationships:

External stakeholders include:

• Ministries, INGO, NGO, media/press, school principals, teachers, suppliers (hotels, taxi companies, restaurants, travel agencies, etc.) 

Internal stakeholders include:

• Programme Director
• Communication Manager
• Project Managers and wider Programmes team
• Cross-departmental teams (Marketing and Communications, Finance and Resources, Customer Service and Exams).
• Country Director

Role Requirements:

Threshold requirements:

Passport requirements/ Right to work in country

Post holder must be eligible to work in Lebanon. When required, successful candidate needs to secure, at his/her own cost and liability, the appropriate work and residency permits and any other required document, as well as any renewals thereof, from the Lebanese competent authorities.

Direct contact or managing staff working with children?

Yes/No

IF YES. Appropriate police check

Notes

Hours are variable according to events and can include evenings and occasional weekends.  The role includes representing the British Council at external events where appropriate.  On certain days it may be necessary to work longer hours to cater for key deadlines.

Person Specification:

Language requirements (DELETE IF NOT APPROPRIATE)

Minimum / essential

• Written and spoken English at Proficiency Level (B2)
• Fluent in written and spoken Arabic. Able to write official letters to Ministries and relevant partners

Desirable

   Good command of written and spoken French

Qualifications

Minimum / essential

• University degree or proven relevant experience

Role Specific Knowledge & Experience

Minimum / essential

• 2 years’ experience in communication/administrative/project support  role at local and/or international organisation
• 2 years’ experience in project management

Role Specific Skills (if any)

• Project Management Skills  -level 1
• Financial planning management Level 2
• Communication skills – level 2

British Council Core Skills

1. Managing projects (Level 1)

Follows project management disciplines

Works with project management systems and procedures, and has a track record of compliance with them as a project team member.

1. Planning and organising (Level 1)

Is methodical

Able to plan own work over short timescales for routine or familiar tasks and processes.

1. Managing finance and resources (Level 2)

Uses financial systems and processes

Uses corporate financial systems and processes appropriately as part of the job and on behalf of a team.

1. Using technology (Level 2)

Operates as an advanced user

Works as an advanced practitioner in the use of office software and/or British Council standard and social media platforms and trains or coaches others in their use.

1. Communicating and influencing (Level 2)

Relates communications to circumstances

Displays good listening, writing and speaking skills, setting out logical arguments clearly and adapting language and form of communication to meet the needs of different people/audiences..

British Council Behaviours

1. Connecting with others: (Essential)

Making regular opportunities to understand others better

1. Working together: (Essential)

Establishing a genuinely common goal with others

1. Making it happen: (Essential)

Delivering clear results for the British Council

1. Shaping the future:(Essential)

Looking for ways in which we can do things better

1. Being accountable (More Demanding)

Putting the needs of the team or British Council ahead of my own

1. Creating shared purpose: (Essential)

Communicating an engaging picture of how we can work together