Program & Operations Assistant

Background: 

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research and technology — creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 70 countries and all U.S. states and territories.  

FHI 360 seeks qualified national candidates only to serve as Program & Operations Assistant for the Lebanon Civic Action Accelerator Program, a five-year civil society strengthening program funded by USAID and implemented by FHI 360. The project will support a broad swath of civil society actors, building on prior civil society assistance accomplishments. Planned assistance interventions under this activity will increase the role of beneficiaries in shaping public policy (related to governance, human rights, protection of environment, and others); improve service provision; enhance the technical and administrative capacities of beneficiary organizations; and advance strategic collective action to advance rights and impact public policy.  

Responsibilities:

• Provide administrative and logistical support to the program team, including coordination of assessments and trainings; basic research and data collection; documentation and database management; etc.
• Coordinate workshops and events (in-person, online, hybrid), including technological aspects (i.e. Teams, Zoom, Jamboard, Mural, etc.), marketing, registration, participant tracking, reporting and documentation, etc.
• Organize and support in-person visits and/or online sessions with partners and beneficiaries for capacity assessments, mentoring, grant monitoring, activity implementation, etc.
• Manage, update and ensure accuracy of contacts database, web pages, data integrity and security according to quality standards and FHI 360 policy
• Coordinate travel authorizations, expense reports, and contract agreements to program implementation
• Support day-to-day procurement for office materials, basic services, and consultants, including but not limited to, conducting market research, contributing to requests for quotations, releasing solicitations and organizing solicitation workshops for bidders, as required; tracking and responding to written requests for clarifications, logging applications, coordinating evaluation committee meetings, documenting decisions, and contributing to negotiation memos, following up with selected vendors, tracking purchase orders and deliverables
• Prepare payment requests related to procurement of goods, services and work with all supporting documents and document close-out of purchase orders/contracts
• Manage vendor and consultant databases, preferred vendor list, as well as accurate and timely updates of PO and consultant trackers
• Fulfill USAID Partner Vetting requirements for relevant staff, consultants, subcontractors, grantees, vendors, etc., including but not limited to collecting needed documentation, submitting requests into the online system, monitoring and tracking vetting requests and approvals, and following up with the organizations and individuals as required. 
• Maintain filing and archiving for procurement and vetting in line with project policies, procedures and standards
• Assist project staff in preparing documents in Arabic and English and basic translation support as required
• Perform day-to–day routines independently with own initiative, entry level technical program-related tasks and other related duties as assigned.

Minimum Qualifications:

• Associate degree or its international equivalent
• At least 2 years of administrative support experience.
• Articulate, professional and able to communicate in a clear, positive manner with partners and staff
• Prior experience in a civil society organization as an employee or volunteer is preferred
• Ability to work under pressure with minimum supervision
• Good proficiency in computer software applications in particular Microsoft products
• Must be able to read, write, and speak fluent English and Arabic
• Must be authorized to work in Lebanon

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.  

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself. We offer competitive compensation and an outstanding benefit package.  

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, disability, veteran status, genetic information or any other status or characteristic protected under applicable law.  

FHI 360 welcomes diversity among its staff and encourages members of any marginalized or underrepresented group to apply for any position for which they believe they are qualified.

Qualified candidates from outside Beirut are especially encouraged to apply.