Project Administrative Officer

General objective of the job

The Administrative Officer assists in the overall implementation of the different activities in the Research, Monitoring & Evaluation, and Program department.

Position in the organisation

The Administrative Officer is part of the Program Department reporting to the Research Coordinator (.

S/he does not manage staff.

Result areas

Handling finances

• Prepares different payments as needed;
• Follows up closely on monthly payments, cheques and, cash advances, as well as ensures they are well received
• Dailly controls the budget to ensure proper expenditure of each budget line;
• Revise ledger received from finance;
• Support in budget forecast;
• Reports availability of funds per Budget Line;
• Support in budget allocations of expenses over different donors/Projects;
• Prepare submit PRs and POs for procurement approval prior to each purchase;

Result: Finances are handled in such matter that field staff are paid on time and according to precise documentation.

Handling Administration  

• Develops and maintains a filing system of activities;
• Keeps track and monitor advances of activities and staff;
• Performs administrative tasks (photocopies, buying stationeries, scanning/faxing documents, minutes of meetings);
• Assists in preparation of monthly and completion reports;
• Real-time monitor of each budget line  reports to the supervisor on the date identified;
• Preparing of correspondence / informative letters / formalities for third parties upon need
• Keep track for Programme inventory and stationary
• Adheres to War Child-Lebanon (WC-L) policies and standards

Result: Administrative tasks are handled in such a way that a filing system is in place reports are submitted on time, and WC-L policies and standards are integrated in all programme implementation aspects.

Organization and Coordination

• Organizes trainings, seminars, project opening ceremonies, hosting donors and beneficiary visits, site inspections, etc.
• Coordinates with the field staff and ensures that the work is done properly and on time by meeting WCH targets;
• Follow-up on all procurement processes (stationary provision, utilities, minor purchases for all project activities);
• Updates and maintains information on electronic database systems and in archives, and maintain proper e-filing..
• Conduct some field visits with the field staff;
• Develops, design, and improve work methods and procedures in coordination with the supervisor;
• Supports in collecting data to writereports;
• Collects documents from the field and enters that in the database;
• Report team car needs prior to each week and other logistic needs;

Result: all programme aspects are well organized and coordinated, in a way to ensure, the workflow is in line with WC-L standards and relevant to needs raised by the beneficiaries

Knowledge and Experience

Degree in Management, finance, or similar degree;

Minimum of 1 year experience in similar positions with an NGO;

Preferably previous experience working with children/refuges/vulnerable populations;

Skills and Competencies

Strong computer skills, Microsoft office and especially Excel;

Fluency in Arabic and English;

Cultural sensitivity;

Result-oriented;

Attentive to detail and cost-conscious;

Tolerance;

Works well in small team;

Flexibility;