Project Co-Ordinator

Job Title Project Co-ordinator Directorate or Region MENA Department/Country Programmes and Partnerships Projects, Lebanon Location of post Beirut, Lebanon Pay Band Grade H Reports to Project Manager Duration of job Two years   Purpose of job: To support in the implementation of the European Union funded Promotion of Gender Equality in Lebanon Project, entitled DAWRIC:  Direct Action for Women: Reform, Inclusion and Confidence The project aims to build the capacity of women and broad-based support for their active involvement in public life to: Combat poverty among Lebanese women Ensure gender equality in political life and decision-making processes     Context and environment: The British Council has been in Lebanon since 1946.  As the United Kingdom’s international organisation for education and cultural relations, we are building on the British Council’s respected and trusted brand by expanding existing programmes and developing new opportunities with government and key stakeholders across the public, private and NGO sectors.  We employ 42 staff, including five regional and one Syria post and our portfolio spans our main sectors of English, Education, Society and Arts.The Programmes and Partnerships team within British Council Lebanon manages all aspects of business development and delivery.  Working closely with colleagues across British Council (regionally and locally), the team is responsible for ensuring the quality and consistency of projects and programmes, meeting the expectations of contractors and partners.  This includes:  managing all aspects of delivery, compliance, risk and finances across the portfolio.  The team also provides input into business development, product development, proposals and business case production to ensure that robust delivery processes and delivery models are in place.   The post holder will be one of the  Project Co-ordinators within the Lebanon Programmes and Partnerships Team, reporting to DAWRIC  Project Manager and working closely with all Programmes and Partnerships colleagues at all levels.  S/he will be the focal contact for internal and external stakeholders regarding logistical support of activities and events.  Therefore, s/he is required to demonstrate excellent customer service, communication, entrepreneurship and team working skills, as well as administrative and organisational competencies in full compliance with British Council corporate standards in finance, IT, customer service and HR policies and standards.   Accountabilities, responsibilities and main duties:   To provide administrative and technical support for the Programmes and Partnerships Team across all programme areas.  The responsibilities can include, but are not limited to, the following: Responsible for pre-event administration. Monitoring and booking venues.  Comply with Health & Safety measures of the event. Drafting invitation lists and welcome letters. Updating joining instructions, risk assessment form and any forms used for international guests/partners. Communicating project deliverable logistics to internal and external partners and stakeholders. Organising transport and hospitality arrangements. Attending and reporting on projects events as required. Performing tasks with efficiency and speed delivered on time and up to British Council standards, as well as fulfilling satisfaction of internal and external stakeholders. Ensuring Equality, Diversity and Inclusion policies are present in all project aspects from conceptualisation to delivery in agreement with Project Managers. Responsible for post event administration i.e. evaluation forms (related to reporting projects events above). Conduct field visit to liaise with municipalities, partners, beneficiaries and other project stakeholders.   To assume the Operational Support role on SAP. Closely liaising with the finance team regarding vendors and payments to ensure accurate process is taken forward.  Follow up and respecting deadlines in payments to vendors and suppliers Issuing payments as agreed with Project Managers in compliance with British Council financial standards.   To manage small scale project activities delegated by Project Managers. Closely liaising with all Project Managers regarding the project brief and deliverables. Reporting on key milestones and where risks are emerging in the projects. Finalising and delivering all arrangements within an agreed time frame. Collecting and analysing Scorecard data where appropriate. Managing activity/small scale project budget and reporting actual and anticipated expenditure to Project Managers. Supporting the delivery and coordination work of the agreed British Council Lebanon media and marketing plan strategy by implementing agreed tasks.   To assume the Scorecard support analyst role Provide support to the regional evaluation manager and Country Scorecard analyst; through inputting timely and complete scorecard returns in line with corporate guidelines and regional dates and communicating issues and needs as they arise. Participate and interact in teleconferences, communications regarding latest updates, reviews and deadlines of audience plans, forecast in coordination with Lebanon Scorecard analyst.   Key relationships:   External stakeholders include: Suppliers (hotels, taxi companies, restaurants, travel agencies, etc.)  Ministries, including Ministry of Education and Higher Education, Ministry of Social Affairs, Youth and Sport among others; governmental representatives working on British Council projects across all programme areas;  Municipalities, project partners, activists and entrepreneurs, as well as civil society organisations in Lebanon and in the UKEstablished and emerging arts professionals and institutions in Lebanon and the UK The Embassy and the FCO   Internal stakeholders include: Country Director British Council Lebanon, MENA and UK Programmes and Projects team across all areas British Council Lebanon cross-departmental teams (Marketing and Communications, Finance and Resources, Customer Service and Exams.)   Other important features or requirements of the job Hours are variable according to events and can include evenings and occasional weekends.  The role includes representing the British Council at external events where appropriate.  On certain days it may be necessary to work longer hours to cater for key deadlines.   Please specify any passport/visa and/or nationality requirement. Post holder must be eligible to work in Lebanon. When required, successful candidate needs to secure, at his/her own cost and liability, the appropriate work and residency permits and any other required document, as well as any renewals thereof, from the Lebanese competent authorities. Please indicate if any security or legal checks are required for this role. In line with local legislation                                                                                                   Person Specification     Essential Desirable   Assessment stage Behaviours Connecting with others: (Essential) Making regular opportunities to understand others better   Working together: (Essential) Establishing a genuinely common goal with others   Making it happen: (Essential) Delivering clear results for the British Council   Shaping the future:(Essential) Looking for ways in which we can do things better   Being accountable (More Demanding) Putting the needs of the team or British Council ahead of my own   Creating shared purpose: (Essential) Communicating an engaging picture of how we can work together   Interview       Interview     Required for the role but not assessed during the application stage   Skills and Knowledge Using Technology; operates as an advanced user in all Microsoft office applications especially excel. Communicates clearly and effectively and relates to circumstances  Uses resources efficiently in own role and complies with financial rules and procedures. Managing projects: follows project management discipline and analysis project data. Able to research business issues and contacts in stakeholder and potential partner organisations to support account management and business development.   Written and spoken English (C1 Level)   Fluent in written and spoken Arabic                                       Good command of written and spoken French Short listing and interview                           Interview and test (if no certificate can be provided)     Shortlisting     Experience 2 years’ experience in administrative/project support  role at local and/or international organisation 2 years’ experience in project management Experience working with municipalities Full understanding of Lebanon’s education and social development scene   Short listing and interview Qualifications University degree or proven relevant experience   Short listing and interview