Programme Administrator

To assure the programme’s administrative, human resources, financial and logistics’ management, under the responsibility of the Head of Mission To ensure that the country’s legal framework is respected and that the administrative framework defined by head office and the rules specific to the programme are applied, with the constant aim of defending the association’s interests and ensuring the correct utilisation of resources. The Program Administrator duties and responsibilities within HI humanitarian mine action programme in North Lebanon province, are: Responsibility 1: Establish and keep up to date the administrative organization and an operating framework  a) Administrative management: Supervise the writing and updating of administrative documents Organise the lay-out of the work space Supervise the presentation, circulation, filing and archiving of administrative, accounts, financial and logistics documents, b) Conduct Internal Audit on a regular basis and set up action plans for the department accordingly. c) Management of the contracts for the living and work premises d) Manage the legal framework of HI in Lebanon  Ensure that formalities required by government bodies are completed in time Ensure that partnership agreements exist and are valid Ensure that all the necessary contractual documents exist Responsible for all exchanges of information with HI lawyer Responsible for coordination with NGOs and humanitarian partners  Responsibility 2: Supervise the administrative management of the human resources a) HR Policy: guarantee the application of Human Resources policies and procedures  b) Training management Identify training resources in and outside the country according to the needs identified within the programme, Inform and train staff in administrative, HR, financial (budgets, budget monitoring, etc.), and logistics aspects according to the needs identified within the programme.  c)       Supervise the administrative staff: Organise and co-ordinate the administrative team (HR, Finance and Log)  Responsibility 3: Supervise the administrative management of the financial resources  a) Process of validatinf the commitment of expenditure Set up and formalise procedures for the commitment of expenditure Overall check on the validity and appropriate nature of proves of purchase (contracts, orders, invoices, delivery notes, etc.) b) Monitor funding  Based on the budgets by activity and the global budget, draw up the budgets for the funding bodies Ensure that the terms of the funding contract are applied, Carry out regular monitoring of committed expenditure by funding source, Verify the financial reports  Responsibility 4: Supervise the administrative management of the Logistics supervise the writing and update of logistics procedures Supervise the installation, maintenance, stock, and monitoring of the equipments, Verify the quality and accuracy of the physical inventories and monitoring charts, Verify the quality and accuracy of the purchases and services folders, Ensure that security regulations are in place on the programme. Responsibility 5: Assure effective communication and external relations in his/her field Be the contact for certain bodies on administrative and financial questions Represent the association’s positions and image, Ensure good internal communications and the effective circulation of information between the different teams, the office and the base, programme and headquarter, partners and Handicap International. Responsibility 6: Assist the Head of Mission The administrator programme, as a result of his/her functions, is one of the Head of Mission closest contacts. The Head of Mission may delegate part of his/her functions to the administrator programme, either during his/her absence.