Senior Program Administration & Grants Coordinator (Applications will only be accepted if submitted through the URL link provided below)

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Mercy Corps has been present in the Middle East since the 1980s and currently works in Yemen, Lebanon, Palestine, Jordan, Syria, and Iraq. Working in Lebanon since 1993, Mercy Corps is committed to generating positive opportunities for women, men, girls, and boys from Lebanese, Syrian, and Palestinian communities, with a strong focus on engaging youth. Mercy Corps exists to alleviate suffering, poverty and oppression by helping build secure, productive and just communities. Our programs focus on four sectors:  Economic Opportunities, Governance and Social Stability, Youth, and Humanitarian interventions. The Mercy Corps Lebanon team consists of over 150 staff working across four offices throughout Mount Lebanon, South Lebanon, Tripoli, and the Bekaa.

The 3amaly Program

The “3amaly” project is a $10 million CAD integrated four-year (November 2018 – September 2022) project funded by Global Affairs Canada (GAC). The project is designed to improve livelihood opportunities for women and youth (aged 15-34) from vulnerable populations; it targets youth between the ages of 15-24, as well as young adults between the ages of 25-34 from Lebanese, Syrian, and Palestinian backgrounds, with a specific focus on women of all ages. The ultimate outcome is an increase in how women and youth are valued for their active economic role within their households and communities in Mt. Lebanon, Saida, Nabatieh, and Tripoli.

The primary outcomes of the project are:

1. Increased employment secured by women and female and male youth in relevant sectors.
2. Increased creation of suitable employment and self-employment opportunities for women and youth by strengthened NMSMEs, organizations, and start-ups.
3. Enhanced enabling environment for women and youth to pursue employment and self-employment opportunities.

The Position

The Program Senior Administration and Grant Coordinator is responsible for coordinating all procurement and financial aspects of 3amaly programming with the Operations and Finance departments. Working closely with the 3amaly team in Beirut, Nabatiyeh and Tripoli, this position will be the focal point for all procurement and financial services. This is to include updating the program budget tracker to feed into budget vs. actual reports, the reception of field administrative and grants documents, following up with field suppliers as needed, and responsible for all 3amaly grant processes in coordination with the Mercy Corps Operations and Finance Department in Beirut.

Essential Responsibilities

Finance:

• Maintain and distribute current copies of the approved coded budget to all relevant parties
• Assist in the month end review of sub-office journals to ensure proper coding of all transactions
• Maintain a program-led budget tracker to ensure accurate tracking of all purchase requests, payment requests, and cash advances, which will assist in feeding into the Budget v. Actual report programmatic expense projections
• Update the Budget v. Actual reports with accurate projections of spend for programmatic activities
• Organize the service provider, supplier and consultant files within the program G-drive per Mercy Corps’ minimum standards and procedures, and, as relevant, contribute to the filing for partner folders
• Assist in the preparation and financial review of subawards, to ensure compliance with MC policies and procedures and project budgets
• Review financial reports/invoices to ensure they are correct and complete, coordinating with teams to also ensure they are submitted on time
• Check all reports and supporting documentation so they are prepared and filed according to Mercy Corps procedures, including grant correspondence
• Provide compliance guidance and consultations by answering daily questions and following up on financial issues, including through field visits
• Prepare payment requests after ensuring all requirements are met per procedures and record the payments
• Coordinate with Finance department to ensure payments are facilitated in a timely manner
• Follow up on credit notes and respective contract amendments in case of changes in activities

Procurement:

• Daily coordination of 3amaly program procurement activities; including tracking all procurement and payment in coordination with finance and ops departments
• Attend Mercy Corps Program and Procurement planning meetings as needed in order to remain at all times up to date on the status of all 3amaly purchase
• Agree with procurement on an adequate reporting tool to be regularly updated
• Act as focal point on all Purchase Requests submitted from 3amaly program to the procurement unit
• Coordinate with the procurement unit on the preparation and issuance of tenders and preferred supplier agreements in order to streamline purchases
• Attend tender opening sessions and take part in technical review committee as needed for 3amaly tenders
• Review quotations from suppliers to determine the best supplier for program purchases
• Assist in gathering and preparing the required documentation following the delivery of supplies and completion of services as per MC standards
• Preparation of status reports on procurements for Operations and Program Management and recipient of supplies
• Assist Management with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.

Program Activities:

• Participate in MSME selection committees as a voting member
• Assist PM in conducting interviews for new candidates
• Authorize signatures up to a certain amount for program activities
• Support in program planning and mitigating challenges across all components
• Lead on drafting SOWs and TORs for service providers and consultants engaged under the program
• Provide general input to program component leads to ensure activities are being implemented according to t the yearly work plan and assigned budget
• Draft the program’s Note to File documents

Other

• Ensure all activities are gender sensitive and follow Mercy Corps’ Gender Equity Policy
• Apply Do No Harm standards to ensure activities do not have detrimental effects on vulnerable communities
• Contribute to donor reports to meet donor and internal requirements
• Participate in internal office coordination and planning meetings and workshops
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and not jeopardize its humanitarian mission
• Other assigned tasks, as necessary

Organizational Learning 

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

SUPERVISORY RESPONSIBILITY

Senior Communication and Reporting Officer

ACCOUNTABILITY

Reports directly to:  Director of Programs

Works directly with:  Senior Coordinators, Officers and Assistants, MEL Manager, M&E teams, HQ compliance team, HQ GAC Senior Representative, and Mercy Corps Lebanon’s Operations and Finance departments.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

KNOWLEDGE AND EXPERIENCE

• Two or more years of experience of bookkeeping, banking, and/or financial reporting
• A BA/BS in finance, accounting, business administration or a related business field
• Familiarity with major international donor rules and non-profit accounting
• Excellent written and verbal English; fluency in Arabic a plus
• Advanced computer skills in MS Office programs, particularly Excel
• Strong analytical skills and ability to work independently and take initiative under pressure in a rapidly changing, multi-cultural context, whilst adhering to strict deadlines
• Ability to interact effectively with international and national personnel
• A demonstrated ability to multi-task and process information into action as to not delay program activities
• Must work well as a member of a team
• Ability and willingness to travel regularly to the field

SUCCESS FACTORS

A successful candidate will have the ability to work closely with a diverse team of individuals in a highly fluid work and security environment with a capacity to promote new approaches to programming and inspire groups to collaborate closely to implement high-quality programs. S/he will have proven ability to learn quickly, take initiative, and be accountable for results. Ability to work independently and as a part of a team, with curiosity about and sensitivity to new cultures, a desire and ability to learn and grow, both personally and professionally, and a great sense of humor.

Living Conditions / Environmental Conditions

This position is based in Beirut, Lebanon and requires regular travel to all program areas.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.