PARTNERSHIP ADMIN OFFICER (SERVICE CONTRACT)

JOB DESCRIPTION:

The Partnership admin officer reports to the Head of Project and be responsible for the day-to-day management and administration of the implementing partner in order to ensure that the WHH lives up to the partnership principles of responsibility, results-oriented approach, equality, transparency and complementary in our work with partners. He oversees the management, coordination and key risk control elements of the project, to ensure a high level of risk management and compliance in strong, high quality partnerships that deliver timely and effective assistance. The position holder is aware of, understands and ensures compliance with all Welthungerhilfe’s policies and procedures. Starting date: Asap. Service fees are paid on a monthly basis. 

• Main duties & Responsibilities

Responsibility # 1:  Partner Relationships and Capacity Building

• Follow up on partners’ financial and narrative reports and support them whenever necessary
• Follow up on partner capacity building plans to ensure that they are effective, relevant, and timely
  • Support the HOP in organizing review meetings, and sub-award close-out meetings by arranging the time and venue based on the availability of participants, collecting materials and compiling inputs from participants prior to the meeting, making copies, sending invitations, taking minutes of meeting, updating the action points’ tracker.
  • Arrange logistics and administration of program, finance, and compliance monitoring visits at the partner premises, including making ground transport arrangements and arranging meeting venues. Ensure that the monitoring visits reports are signed and filed properly after the visit.

Responsibility # 2: Community Mobilization

• Set work plans with partners, follow up on activities, needs, and timeliness
• Ensure that advocacy messages are well-communicated partners and within communities
• Build with partner outreach plans for all related activities
• Mapping for vocational training centers in the intervention areas

Responsibility # 3:  Communications

• Support with planning conferences and advocacy and awareness events
• Ensure that project visibility activities and key messages are aligned with the project’s communication strategy, WWH guidelines, and partners’ requirements
• Manage the visibility of events and conferences for local NGOs, INGOs, and local communities
• Coordinate with WHH Communications team on preparing material.

Responsibility # 4 Implementation

• Follow up with partners on effective implementation
• Participating in the development of implementation work plan
• Make regular follow ups with the partner to ensure the respect of the agreed-on work plan

Responsibility # 5 Logistics and finance

• Logistics: Ensuring that logistics systems including procurement, transportation, supplies are carried out in accordance with Welthungerhilfe and donor procedures and policies
• Financial Management: Working with the WHH Finance Department to ensure management of the project related costs.

Responsibility # 6 Monitoring and Evaluation

• Conduct initial reviews of partners’ deliverables, such as narrative and financial
• reports, to determine if they meet the bare minimum requirements before forwarding deliverables to programs (implementation expert) and finance teams.
• Maintain the partners’ files electronically and in hard copies, including filing all appropriate communication and maintain the sub-award tracker capturing all requirements throughout the partnership life cycle, including reporting and monitoring schedules, partner deliverables (including both programmatic and financial reports).
• Support the HOP in documenting any lessons learned. Ensure that lessons learned are disseminated to key stakeholders within WHH and filed properly.
• Receiving and channeling Feedback received from the partners

Other:

• Liaison with local and national authorities, and Lebanese partners
• Understanding and complying with all of Welthungerhilfe’s policies and procedures (finance, logistics, HR, PSEA policy, Code of Conduct, etc).
• Undertaking other related duties as may reasonably be assigned by the Head of Project.

• ESSENTIAL REQUIREMENTS
• Bachelor’s degree or equivalent in Business Administration, International Development or related humanities field.
• 3 years minimum experience in a similar role working in partnership, community mobilization and communication functions, preferably in an International NGO.
• Experience in building capacity of partner for community engagement, planning, quality assurance and other matters related to the project.
• Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
• A strong interest in providing high-quality administrative support to a professional team.
• Fluency in both English and Arabic, spoken (including translation) and written, is essential
• Good communicator with strong organizational and time management skills.
• Attention to detail.
• Strong computer skills: must be competent in the use of Windows MS office programs (Word, Excel, Power Point, Outlook).

•           DESIDERABLE REQUIREMENTS

• A demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary.
• Excellent interpersonal, cultural and diplomatic skills.
• Ability to work well independently and with a team.
• Ability to handle sensitive matters with tact and discretion.
• Demonstrates openness to change and ability to manage complexities
• Professional demeanor, integrity, tact, and good judgment.
• Demonstrate fairness, integrity and impartiality
• Knowledge of setting workplans and following up on activities and timelines