Support Officer: Administration (Global Fund MENA PMU)

The International HIV/AIDS Alliance (the Alliance) and the Arab Foundation for Freedoms and Equality (AFEMENA) are soon to begin an exciting new three-year program (2019-2021) in the Middle East and North Africa region, which will increase sustainability of HIV services for key populations. Funded by a $7.5m grant from The Global Fund, this program will be implemented in Egypt, Jordan, Lebanon, Morocco and Tunisia by eight sub recipients/partners (one per country and three operating at regional level).

As the Principal Recipient of this grant, the Alliance is establishing a Program Management Unit (PMU) in Beirut, Lebanon, hosted by AFEMENA, which will be led by Lead: Programmes. The Support Officer: Administration right will play a vital role in supporting the work of the PMU with a focus on coordination, administration and documentation. The right candidate for this high profile grant will have a balance of technical skills and the ability to work with a range of partners and stakeholders.

If you are a committed team member with a clear focus on team objectives, as well as your own. You will promote best practice within your field of expertise and will challenge ways of working to ensure the highest quality and levels of efficiency. Your actions will be aligned with the Alliance vision and you will inspire the same behaviour in your peers. You are comfortable working in a matrix management environment.

Key Responsibilities:

1. Programme delivery: Provides support to the Program Management Unit in implementation of programmatic activities. Supports programme implementation by administering Alliance procedures (such as financial processes including budget amendments, procurement, contracts, invoices. Responsible for leading on all adminstrative processes for the PMU.
2. Coordination: Logistical preparation of meeting, events and travel. Minute taking; maintenance of up-to-date filing systems, and championing the use of Salesforce as a means of creating a more streamlined, effective and efficient team. Stakeholder engagement with Alliance partner organisations and external agencies. Support to the Advisor: Organisational Development in relation to consultant contracting and management.
3. Knowledge: Contributes to the documentation and sharing of programme activities/lessons learnt. Supports narrative reporting process including working closely with the Senior Advisor:M&E and Advisor: Organisational Development to prepare and disseminate appropriate analysis of data and information.
4. Developing the Alliance culture: Sets a good example for others, shows consistency in words and actions, learns from personal and organisational experience, strives for self-improvement, earns the trust and respect of management, colleagues and partner organisations, and treats others with respect.

 Primary Responsibilities:

• Answer/make telephone calls.
• Schedule appointments.
• Draft and handle correspondence.
• Maintain paper and electronic files.
• Organize and service meetings (agendas, minutes..).
• Handle printing and copying requests.
• Advise and follow-up with IT department on any computer and office equipment repair and maintenance issues.
• Responsible of creating and updating the inventory list, including counting, numbering, and reporting.
• Manage property count including mobile phones, SIM cards, cameras, USB and video camera.
• Facilitate training and workshops organization (venue, materials, equipment, caterers..)
• Responsible for team travel logistics such as flight and hotel bookings

Procurement

• Handle office goods purchase matters.
• Handle in close coordination with the Finance officer all procurement related matters including purchase request, purchase orders, bids, collection of invoices and delivery notes making sure that goods were received.
• Assist the finance officer in checking office supplies stock and determining needed supplies.

Graduate level qualification or equivalent experience

Demonstrable administrative and support experience

Experience of working in a busy environment with multiple demands

Excellent inter-personal skills and ability to relate with colleagues from different cultural backgrounds

Ability to co-ordinate tasks whilst managing own workload

Flexibility to work in a dynamic environment and to multi-task

Diplomacy and good communication and influencing skills

Strong attention to detail

Highly numerate with budget monitoring skills

Excellent computer skills, particularly MS Office package (Word, Excel, Outlook, Power point), Adobe/Skype for Business and experience of using contact relationship management (CRM) software.

Excellent communication skills in English, French and Arabic both verbally and in writing

Acts as role model for colleagues by demonstrating positive behaviours.

Treats others with dignity and respect.

Demonstrates commitment to high performance and holds self and others to account.