BPRM Program Support Officer (Please do not send emails to: lb-recruitment@mercycorps.org )

GENERAL POSITION SUMMARY:

The WaSH Program Support Officer is responsible for coordinating all procurement and financial aspects of the WaSH (including GBV and Livelihoods) programming with the Operations and Finance departments. Working closely with the WaSH, GBV and Livelihood teams in Beirut, Zahle and the South, the Program Support Officer will be the focal point for all procurement and financial services, as he is responsible for the filing and data management for the program. This is to include updating the budget vs. actual reports, the reception of field administrative and grant documents, ensuring adequate filing for all program related documents and data management for the WaSH department, following up with field suppliers as needed, and responsible for all the WaSH grants processes in coordination with the Mercy Corps Operations and Finance Department in Beirut.

ESSENTIAL JOB FUNCTIONS:

• Assist in updating the Budget Vs. Actual reports from  spending;
• Assist in the preparation and financial review of subawards, to ensure compliance with MC policies and procedures and project budgets;
• Review grants financial reports/invoices to ensure they are correct and complete, coordinating with teams to also ensure they are submitted on time.
• Check all reports and supporting documentation so they are prepared and filed according to Mercy Corps procedures, including grant correspondence.
• Assist in partner site monitoring visits per the monitoring plan.
• Provide compliance guidance and consultations to partners by answering daily questions and following up on financial issues, including through field visits.
• Track partner financial reports submissions and payments.
• Daily coordination of  the UNICEF and BPRM programs procurement activities;

• Attend Mercy Corps Program and Procurement planning meetings as needed in order to remain at all times up to date on the status of all WaSH purchase;
• Act as a focal point on all Purchase Requests submitted from the WaSH program to the procurement unit.
• Coordinate with the procurement unit on the preparation and issuance of tenders and preferred supplier agreements in order to streamline purchases.
• Attend tender opening sessions and take part in technical review committee as needed for WaSH tenders
• Coordinate with Finance department to ensure payments are facilitated in a timely manner;
• Assist in gathering and preparing the required documentation following the delivery of supplies and completion of services as per MC standards.
• Ensure goods are received in accordance with Mercy Corps standards;
• Review the implementation of the technical components of the project contracted, ensuring proper implementation, flagging compliance issues with required standards and specifications.
• Assist the field engineers and project managers in project design, illustration, and Bill of Quantities (BOQ).
• Manage and update PR tracking, including tenders and contracts information, according to info compiled from operations team
• Support Program management and engineering team in all functions of contract management, tracking and execution.
• Assist field engineers to report on budget versus actual performance on project-basis through comparing contracts and as built bill of quantities.
• Support the engineering and procurement teams in investigating the market with specifications and performance requirements for specific items.
• Archive all program documents related to technical specifications, bill of quantities, contracts, tender, payment, invoices, quotation analysis, purchasing requests and orders per area and intervention.
• Support in the management of all the program data;
• Ensure adequate documentation and filing of the WaSH program related documents;
• Other duties as assigned by the supervisor.

Other:

• Ensure all activities are gender sensitive and follow Mercy Corps’ Gender Equity Policy;
• Apply Do No Harm standards to ensure activities do not have detrimental effects on vulnerable communities;
• Contribute to monthly reports and other ad hoc reports to meet donor and internal requirements;
• Participate in internal office coordination and planning meetings and workshops;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and not jeopardize its humanitarian mission;
• Other assigned tasks, as necessary.

Organizational Learning: As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve. We expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, M&E of our field projects.

SUPERVISORY RESPONSIBILITY & ACCOUNTABILITY:

REPORTS DIRECTLY TO: WaSH Sector Manager

SUPERVISES: None

WORKS DIRECTLY WITH: BPRM Program Manager, BPRM and UNICEF Project Managers, GBV Technical Advisors, Officers, Engineers, Assistants, M&E teams, HQ Compliance team, and Mercy Corps’ Lebanon Operations and Finance department.

KNOWLEDGE AND EXPERIENCE:

• Three years of experience in NGO humanitarian fields with operations and support departments;
• A university degree in finance, accounting, business administration or a related business field is required. A Civil, Architectural or Mechanical Engineering background is an asset;
• Familiarity with major international donor rules and non-profit accounting.
• Excellent written and verbal English and Arabic is a plus.
• Advanced computer skills in MS Office programs, particularly Excel.
• Strong analytical skills coupled with a solid understanding of grant management rules.
• Strong organizational skills, and ability to work independently and take initiative under pressure in a rapidly changing, multi-cultural context, whilst adhering to strict deadlines.
• Ability to interact effectively with international and national personnel.
• A demonstrated ability to multi-task and process information into action as to not delay program activities.
• Must work well as a member of a team.
• Ability and willingness to travel regularly to the field.

SUCCESS FACTORS:

The WaSH Program Support Officer will be bright, energetic, hard-working and eager to learn. They will take a deep personal interest in humanitarian and development assistance. They will have a strong commitment to teamwork and accountability. They will be attentive to detail and able to carry out assigned tasks in a timely manner and according to a very high standard of quality. They will be creative and flexible; contributing to developing and encouraging new and innovative solutions, but at the same time will not have any difficulty in adhering to systems and procedures. They will strictly follow all protocols related to safety and security, and holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Mercy Corps’ values.