Project Support Officer

DESCRIPTION

PURPOSE OF POSITION:

Provide day-to-day support project support on a wide range of tasks. The individual will support a Beirut based project funded by the US Government.

AREAS OF RESPONSIBILITY:

Procurement and Administration

Monitoring and capacity building of subrecipients, including review and reconciliation of monthly financial reports and supporting documents.

Carrying out procurement activities, including requesting quotations and drafting contractual documents.

Ensuring accurate filing of procurement documentation.

Submitting and tracking of supplier payments.

Responsible for project inventory in accordance with ARK asset management policies and procedures.

HR

In conjunction with Corporate Services Manager assist in the on-boarding of new staff.

Ensure that consultants and/or sub-contractors submit their invoices in time.

Handle staff reimbursement request submissions and consultancy payment requests.

Handle employee profile creation process on HRMS.

Review staff documents for filing and conduct regular follow ups on missing documents.

Submit leave reports monthly and any other reporting requested by Head of HCM.

Maintain HRMS data up to date.

Travel

Administration of the company travel booking system for project travel.

Out of hours support for emergency travel bookings.

Training of new staff on travel system and company travel policy.

Compiling travel supporting documents for financial reporting and audit purposes.

Escalating and resolving issues with travel agent as required.

REQUIREMENTS

Prior experience in working in international development or donor funded projects.

Knowledge of US Government compliance preferable and managing subrecipients preferable.

A minimum of 5 years of experience in a similar role in support services or project administration.

Attention to detail, ability to work independently and with tight deadlines.

Strong verbal and written English skills.

Excellent knowledge of Microsoft Word, Excel and PowerPoint.