Senior Administrative Officer (National Position)

In the framework of the recently started project SWaM Akkar. Supporting Sustainable Solid Waste Management in Jurd al-Kaytee, Akkar cofinanced by the EU, COOPI is looking for a Senior Administrative Officer  responsible for the supervision, management and quality implementation of all aspects of SWaM Akkar financial and administrative operations in Lebanon. 

He/she ensures the correct administrative/financial management and the sustainability of the Country Coordination, by preparing the coordination budget and by controlling the projects’ budgets preparation. He/she controls all final balances and monitors the correct predisposition of all financial reports, in compliance with COOPI and the donors’ procedures. He/she guarantees the information correctness and completeness to the headquarters. He/She will be in charge for the implementation and monitoring of administrative activities of the SWaM Akkar project in Lebanon.

RESPONSIBILITIES:

Safe and bank account management: He/she ensures the correct management of the safes and the project’s bank accounts, by directly managing or by regularly controlling the project accountant, if available.

Accountancy management: he/she ensures the correct project accountancy and all accountancy documents filing. He/she does this by monitoring the accountants or by directly performing the accountancy, in case there was no accountant.

Administrative management: In collaboration with the project manager he/she verifies the correct administrative management of the projects (contracts, goods and services purchase, calls for  tenders etc.) in compliance with COOPI and the donor’s procedures. He/she ensures the correct filing of all project’s administrative documents.

Expenses planning and monitoring: In collaboration with the Project Manager (and the logistician if present) he/she makes the project’s financial planning. He/she monitors expenses, in accordance with the budget. He/she provides the accountancy data to the Project Manager so as to allow him to monitor and plan the expenditures and to request funds.

Contract modifications and administrative documents: He/she collaborates with the Project Manager in the elaboration of contract modifications (including the budget), and in the preparation of all necessary projects documents.

Financial reporting: In coordination with the Head of Mission and with the Project Manager he/she prepares the intermediate and final financial reports for the projects under his/her responsibility.

Budget preparation: Support the Head of Mission and Project Managers in budget preparation as well as proposals development.

Staff management: He/she plans the work, supervises, and collaborates to train the staff of the project’s accounting-administrative area upon request by the Head of Mission. Upon request her/she collaborates to staff evaluation activities. She/he will be the focal point of the complaint mechanism and the code of conduct

Procurement: He/she provide technical oversight to the procurement process and ensure proper supply chain management procedures are in place and that standard logistics and related administrative systems are established and implemented within COOPI country programme.

Personal qualifications
To be successful in this role you must have:

• Minimum of 5 years’ relevant work experience in large organizations.
• At least 3 years’ work experience in a similar role within an international non-governmental organization (NGO), donor or multilateral agency.
• Substantial experience working with International NGO’s, UN agencies and networking and negotiating with authorities.
• Very strong financial analysis skills and an extensive practical experience working with financial tools, highly proficient with excel such as using pivot table, developing macros, etc.
• Ability to motivate and guide staff working in a complex conflict environment, preferably experience from a Middle East context. Previous experience in Lebanon is an advantage.
• An excellent interpersonal skills (Good analytical, negotiation, advocacy and communication skills) and demonstrated ability to establish effective team and external relations
• Experience with capacity building of national staff.
• Ability to work under pressure in a rapidly changing and sometimes insecure environment
• Excellent English language skills both written and spoken are essential.
• Experience with donors such as European Commission, Italian Cooperation, ECHO, etc etc.
• Knwoledge of COOPI procedures and financial tools is an asset