Child Protection Program Assistant

Job Overview/Summary: The Program Assistant will be responsible for ensuring all administrative, logistic and procurement processes are supported for CP Programs in the Bekaa and Beirut with weekly coordination and travel to Beirut to ensure the timely execution of tasks. Major Responsibilities: Initiate and support procurement processes for CP Program implementation- submitting procurement requests, preparing note to files and obtaining relevant authorization for documentation; Maintain an immaculate filing system with all procurement/authorization documentation for program implementation; Maintain an organized and updated files of internal documents submitted for HR, Supply Chain and CP programs; Liaise with the program manager, coordinator and field teams to ensure that all procurements needs are highlighted and processes are initiated; Liaise with finance, supply chain and programs to process purchases; Liaise with programs, HR and Beirut administration to complete support tasks for recruitment and human resources for CP programs; Support in the execution of all administrative tasks related to program implementation – including the booking of venues for activities, preparation of materials for training, liaising with translators, facilitating travel of staff within programs; Liaise on a monthly basis with field officer to ensure that documentation for the logistic aspect of programming is submitted in a timely manner; Coordinate with field teams to prepare the movement plan of staff and submit to operations colleagues for weekly movement planning; Liaise with the CP Manager and CP Coordinator re the procurement of items based on program work and spending plans; Maintain the supplies inventory of all CP Program locations by checking the stock to determine the inventory level; forecast supplies requirements; place and expedite orders for supplies; verify the receipt of supplies in consultation with the Supply Chain Department Request, process and liquidate advances and payment requests in a timely manner ensuring all documentation is well filed and activities run with required materials in a timely manner; Maintain an inventory of program supplies for all CP programs- cross check stock supplies on a monthly basis to ensure stocks are supplemented when needed, proactively forecast supplies requirements; place and expedite orders for supplies; verify the receipt of supplies in consultation with the Supply Chain Department; Coordinate repairs to office equipment and CP Centre’s in collaboration with the Supply Chain Department Collect price lists of services and items according to the procurement plan of the CP Program Raise Purchase Requests and prepare payment requests and follow-up on their approval by liaising with HR, Finance and the Supply Chain Department Maintain and update the CP Purchase Request Tracker Assist in the preparation and update of field based budgets and spending plans; Coordinate repairs to office equipment and CP Centres in collaboration with the Supply Chain Department Collect price lists of services and items in line with Supply Chain procedures and the program procurement plan; Review the CP Purchase Request Tracker on a weekly basis to ensure purchase requests are processed; Ensure   Be responsible for the logistical arrangements of meetings, workshops and other events Prepare meetings and workshops materials Draft agendas, take minutes at meetings and workshops and maintain attendance sheets Type correspondence, reports and other documents, requested by the CP staff in English and Arabic; Prepare payments of daily workers and other volunteer staff within the CP program in a timely manner; Collect team time sheets on a monthly basis and submit to Human resources; Ensure all administrative tasks are compliant with IRC administrative standards, operating procedure and national laws and regulations; Assist the Bekaa CP team in all aforementioned tasks by spending 2 days/week in Zahleh office, with the required follow up at HQ. Visit and assist with the management of the CP program sub-grantees as required Other: Other duties as assigned by the supervisor to enable and develop the CP Program Key Working Relationships: Position Reports to:  CP Coordinator Position directly supervises:  n/a Indirect Reporting: CP Managers Other Internal and/or external contacts: Internal: SC, HR, Finance, CP staff External:  Suppliers, NGO’s, service providers Job Requirements: University Degree, preferably in management, human resources, administration or related fields. Minimum of 1-2  years of professional experience in Administration/Office Management; Strong ability to work independently, organize work, meet deadlines, maintain composure, prioritize work under pressure, coordinate multiple tasks and maintain attention to detail; Strong sense of personal integrity and accountability; Previous experience with Administration and/or previous INGO experience is an advantage. Personal qualities: Works well in and promotes teamwork, comfortable in a multi-cultural environment, flexible and able to handle pressure well. Fluency in Arabic and English, both written and oral Working Environment:  The position is based in Bekaa with 50% travel required to the Beirut and other field offices; *Please note candidates based in Beirut will be considered with 50% travel to the Bekaa and other field locations;