Project Administration Assistant

CONTEXT

Founded in 1994, La Chaîne de L’espoir (CDE) is an international non-governmental organization headquartered in Paris, France. Its mission is to strengthen healthcare systems and ensure equal access to quality healthcare for children, providing opportunities for survival and development.

CDE has been active in Lebanon since 2005, providing support on a punctual project. In response to growing needs and to scale up its efforts, CDE officially established its permanent mission and opened an office in Lebanon in 2020.

GENERAL DESCRIPTION

Under the supervision of the Project Officer, the Project Administration Assistant plays a vital role in supporting the day-to-day implementation of project activities by providing essential administrative and programmatic assistance. This position is key to ensuring efficient coordination within the team, facilitating smooth communication with contracted hospitals and external stakeholders, and maintaining accurate documentation of project-related tasks.

The Project Administration Assistant acts as a crucial link between departments, managing cross-cutting administrative responsibilities and ensuring the timely flow of information. By contributing to the optimization of internal administrative processes, this role supports various teams and underpins the operational success and overall coherence of project implementation.

In addition, the Project Administration Assistant provides comprehensive support to the mission in administrative and financial tasks, with a particular focus on hospital invoice processing, beneficiary documentation, and general office management.

MAIN RESPONSIBILITIES:

1. Documentation Management

• Follow up with contracted hospitals on invoice submissions, ensuring timely validation, reconciliation, and processing.
• Prepare and review supporting documentation for each invoice in coordination with the medical and project teams.
• Scan, file, and archive medical, social and financial documents (both soft and hard copies) in an organized and secure manner.
• In close coordination with the medical team, follow up on incomplete medical files to ensure all required documents are received.

2. Administrative & Programmatic Support

• Support various departments with day-to-day administrative tasks, ensuring efficient internal workflows.
• Assist in organizing and preparing documentation for internal processes and external reporting.
• Support the preparation and coordination of early detection campaigns, awareness sessions, and training with local partners.
• Assist in data entry and maintain accurate and updated records for program activities.

3. Cash Management and Accounting Support

• Assist the Finance Officer in processing approved cash payments (e.g. transportation allowances for beneficiaries, operational costs).
• Maintain a daily manual cashbook journal to accurately track all receipts and disbursements.
• Participate in monthly cash counts and ensure reconciliation with financial records.
• File all financial documents (invoices, receipts, vouchers) in a structured and accessible way.
• Support the preparation of monthly and annual accounting closures.
• Assist internal and external audits by providing complete and accurate financial documentation.

Any other tasks as requested by the Line Manager.

TEAM RELATIONSHIP

Line and technical manager:   Project Officer

Close collaboration with:        Project team, Medical team, Log/ Sec officer, Finance officer, HR officer.

PROFILE

Bachelor’s degree in business administration, Public Health, or a related field (preferred)

Working Experience and Professional Qualifications

• Prior experience in administrative or program support roles, particularly in healthcare or NGOs (required)
• Experience within the humanitarian sector is a plus
• Experience within the health sector is a plus

Specific Skills

• Strong commands of Microsoft office suite (Word, Excel, Outlook, PowerPoint) (required)
• Previous experience in collecting, organizing, and analyzing data (required)
• Strong organizational skills with attention to detail (required)
• Excellent writing and communication skills (required)
• Capacity to travel in CDE’s projects’ implementation areas of Lebanon (required)
• Knowledge of software such as KoBo, or ODK is a plus

Languages:

Fluent in Arabic and English_ speaking, writing, reading. (required)

Knowledge of French is a plus

CDE always ensures its team members:

• Are driven to answer beneficiaries’ needs
• Works in line with the humanitarian principles and CDE’s values
• Respects at all-time CDE’s procedures in place
• Have a sense of teamwork in multicultural context
• Maintain confidentiality of work
• Please note that interviews may take place on a rolling basis.