Program Administration and Grant Coordinator- (MOST) ((Kindly note that your application will be disregarded in case you used the email mentioned (lb-recruitment@mercycorps.org) Your application must be sent online through the URL provided only))

Working in Lebanon since 1993, Mercy Corps is committed to generating positive opportunities for women, men, boys and girls from Lebanese, Syrian, and Palestinian communities, with a strong focus on engaging youth.  Mercy Corps exists to alleviate suffering, poverty and oppression by helping build secure, productive and just communities. We do this through:

• Addressing the humanitarian and protection needs resulting from crisis situations for the most vulnerable communities
• Enabling local communities, civil society and government to better prevent and respond to conflict, address needs and deliver sustainable development solutions
• Promoting economic growth and catalysing economic opportunities for vulnerable, under-employed groups in Lebanon

Our programs focus on four sectors:  Economic Opportunities, Governance and Social Stability, Youth and Protection, and Water, Sanitation and Hygiene (WASH). The Mercy Corps Lebanon team consists of over 180 staff working across six offices throughout Mount Lebanon, South Lebanon, Tripoli and the Bekaa Valley.

The “Market-Based Opportunities and Skills Training for Women and Youth” (MOST) is a $10 million CAD integrated three-year (anticipated October 2018 - November 2021) program designed to improve livelihood opportunities for women and youth (aged 15-34) from vulnerable populations. The program will target youth between the ages of 15-24, as well as young adults between the ages of 25-34 from Lebanese, Syrian and Palestinian families, with a specific focus on women and girls in the target areas.  The overall objective is that women and youth are empowered and valued for playing an active economic role within their households and communities in Saida, Barja, Nabatiyeh, and Tripoli.

The primary objectives of the program are that:

1. Women and youth are gainfully employed or self-employed as a result of program interventions;
2. Micro, Small & Medium Enterprises (MSMEs) and Start-ups improve their capacity to develop their businesses and hire women and youth;
3. Women and youth have a supportive enabling environment for their economic activities

The position will be based in Beirut with frequent travel to all program areas.

ESSENTIAL JOB FUNCTIONS:

GENERAL POSITION SUMMARY:

The Program Administration and Grant Coordinator is responsible for coordinating all procurement and financial aspects of MOST programming with the Operations and Finance departments. Working closely with the MOST team in Beirut, Nabatiyeh and Tripoli, the Program Coordinator will be the focal point for all procurement and financial services. This is to include updating the program budget tracker to feed into budget vs. actual reports, the reception of field administrative and grant documents, following up with field suppliers as needed, and responsible for all MOST grant processes in coordination with the Mercy Corps Operations and Finance Department in Beirut.

ESSENTIAL JOB FUNCTIONS:

Finance:

• Maintain and distribute current copies of the approved coded budget to all relevant parties;
• Assist in the month end review of sub-office journals to ensure proper coding of all transactions.
• Maintain a program-led budget tracker to ensure accurate tracking of all purchase requests, payment requests and cash advances, which will assist in feeding into the Budget v. Actual report programmatic expense projections
• Assist the program manager in updating the Budget Vs. Actual reports with accurate projections of spend for programmatic activities;
• Organize the service provider, supplier and consultant files within the program g-drive per Mercy Corps’ minimum standards and procedures, and as relevant, contribute to the filing for partner folders
• Assist in the preparation and financial review of subawards, to ensure compliance with MC policies and procedures and project budgets;
• Review 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.
• Provide compliance guidance and consultations by answering daily questions and following up on financial issues, including through field visits.
• Prepare payment requests after ensuring all requirements are met per procedures and record the payments
• Coordinate with Finance department to ensure payments are facilitated in a timely manner

Procurement:

• Daily coordination of MOST program procurement activities; including tracking all procurement and payment in coordination with finance and ops departments
• 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 MOST purchase
• Agree with procurement on an adequate reporting tool to be regularly updated
• Act as a focal point on all Purchase Requests submitted from MOST 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 MOST tenders

• 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;
• Preparation of status reports on procurements for Operations and Program Management and recipient of supplies.
• Assists Management with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.

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, monitoring and evaluation of our field projects.

ACCOUNTABILITY

REPORTS DIRECTLY TO: Programme Manager

WORKS DIRECTLY WITH: Senior Coordinators, Officers and Assistants, Tripoli Project Manager, MEL Manager, M&E teams, HQ Compliance team, and Mercy Corps’ Lebanon Operations and Finance department.

KNOWLEDGE AND EXPERIENCE:

• Two or more years of experience of bookkeeping, banking and/or financial reporting.
• A university degree in finance, accounting, business administration or a related business field is required.
• 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:

A successful candidate will have the ability to live and work closely with a diverse team of individuals in a highly intense and fluid work and security environment with a capacity to promote new approaches to programming and inspire groups to collaborate closely to implement high-quality programs. S/he will have proven ability to learn quickly, take initiative, and be accountable for results.  Ability to work independently and as part of a team, with curiosity about and sensitivity to new cultures, a desire and ability to learn and grow, both personally and professionally, and a great sense of humour.

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.