Project Support Administrator( EDPU)

PROJECT SUPPORT ADMINISTRATOR

LOCATION: Beirut

CONTRACT TYPE: Fixed Term till 14 September 2023

JOB FAMILY: Programmes

ONE OXFAM GRADE:  D       ZONE: 1

DEPARTMENT:

GLOBAL PROGRAMMES                                                                 

TEAM: Economic Development Policy Unit (EDPU)

SALARY:  Competitive

HOURS: 40 (FTE)

FLEXIBLE WORKING

‘We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you’.

COMMITMENT TO DIVERSITY AND INCLUSION

We are committed to ensuring diversity and gender equality within our organization.

TEAM PURPOSE: The ACGG program aims to support women and men, particularly youth, to exercise civil and political rights, to influence decision-making and support more accountable, effective governance particularly in relation to respect for fundamental rights, access to services, resource distribution and gender equity.

The EJ program aims to empower women and men, especially youth, to cope with the effects of economic poverty, and have greater access to and control over productive economic resources for sustainable poverty reduction.

The Project Support Administrator will be part of the Economic Development Policy Unit (EDPU) hosted by Oxfam under the ACGG program.

The EDPU was established in 2021 to optimize the impact of the different livelihood and social stability projects implemented in Lebanon and funded by the “Support to Economic Development and Social Stability in Lebanon” European Union (EU) Trust Fund (EUTF).

The EDPU aims “to strengthen the ability of the EUTF implementing partners to collectively influence the policy making process and donor funding for Lebanon through policy coordination and evidence generation”, and regularly assess the policy environment to produce policy products targeting key stakeholders and policies impacting livelihoods and economic policy more broadly. The EDPU seeks to ensure that common messaging among all relevant stakeholders, including the Delegation of the European Union to Lebanon, is derived from evidence generated in the field by all Consortia and that speaks to a changing policy environment. The analysis carried out by the EDPU contributes to proposing policy alternatives where gaps are identified, and informs the Lebanese policy makers, donor community, and the EU on contextual priorities.

The Unit is hosted by Oxfam, but equally serves all its member organisations, specifically representatives of all EUTF implementing partners in Lebanon.

JOB PURPOSE:

The Project Support Administrator will lead and is accountable for all research support, communications, administrative and reporting activities linked to the EDPU, as well as for coordinated interactions with communications, learning and reporting officers (or similar positions) from the other EUTF implementing partners.

JOB REPORTS TO

Economic Development and Policy Unit (EDPU) Coordinator

ROLES REPORTING TO THIS JOB

No direct management responsibilities.

BUDGET RESPONSIBILITY

The post holder will provide support in managing a small unit budget

GEOGRAPHICAL SCOPE

The position will be based in Beirut, with infrequent field travels based on needs in implementation areas of EUTF consortia.

IMPACT

External representation of Oxfam with EUTF implementing partners in Lebanon.

KEY STAKEHOLDERS

1. EDPU coordinator, EDPU Information Management Officer;
2. Staff of EUTF partners that are members of the EDPU;
3. Various project consultants.

KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)

General Project Administration (50%)

Event management and logistics

• Supports the EDPU Coordinator and Information Management Officer (IMO) in the planning of partner meetings and workshops, as well as project events.
• Sets-up and ensures the smooth running of meetings, including following up with EUTF participants and other partners to identify optimal time slots to maximize participation and engagement, supporting the smooth development of online and/or face-to-face meetings where applicable, and managing all related physical/virtual logistics.
• With guidance from the EDPU coordinator, takes a proactive role in material preparations for key stakeholder meetings (e.g. status updates, workshop material presentations).
• Takes meeting minutes / record meetings as appropriate and ensures appropriate filing.
• Manages other required EDPU logistics (e.g. travel) where applicable.

Budget management, procurement and compliance

• Works closely with the EDPU Information Management Officer (IMO) and other relevant Oxfam departments to keep track of the budget and flag any adjustment needed; with the IMO, updates the quarterly spending plan.
• Supports and leads, as necessary, on all administrative procedures related to working with EDPU consultants and contractors, in compliance with Oxfam’s processes and donor requirements. Specifically, supports the EDPU team to:

• Ensure the smooth follow-up of contractual arrangements with the research institute to which EPDU outsources research and other EDPU contractors (e.g. for communications and visibility)
• Ensure the timely and orderly procurement of services needed for the project and disbursement of funds to EDPU contractors through following appropriate internal processes.

Reporting

• Coordinates and works closely with the EDPU IMO and reporting officers from EUTF partners to develop quality reporting on a quarterly and yearly basis.
• Supports the EDPU Coordinator in the development, review and submission of high quality financial and narrative reports relevant to EDPU’s activities – ensuring consistency, accuracy, clarity and timely submission in compliance with donor contractual requirements.

Research and Communication (50%)

Research Support  

• Actively supports EDPU’s research through various research support activities determined with the EDPU Coordinator.
• Plays a proactive role in supporting research liaison with other research focal points across EUTF consortia and in liaising with EDPU research partner, in line with EDPU’s research & policy strategy.
• Supports EDPU Coordinator in providing active quality control to multistakeholder research implementation activities and research outputs based on needs, in line with EDPU’s research strategy and donor requests.

Internal Communication  

• Assists the EDPU Coordinator in communications to donors including responding to information requests, income tracking and contract amendments.
• In collaboration with the EDPU IMO, designs and manages communication mechanisms/channels targeted at EUTF partners (email/newsletter updates, internal polls and surveys etc.) for relevant EDPU activities (such as resource-sharing, information-sharing, status updates, and other internal knowledge sharing needs).
• Maintains up-to-date EDPU correspondence, communications and knowledge-sharing folders on Box.

External Communication

• Actively supports the EDPU team in the implementation of EDPU’s communications and visibility plan including via quality assuring communications contractors’ work, and augmenting and monitoring web and social media presence, etc. in close cooperation with EUTF partners.
• Assists in other external-facing communication activities as relevant, such as relationship management with the wider development sector in Lebanon.

CORE DIMENSIONS

• To coordinate and supervise resources and processes in support of the programme and/or to provide support and advice in support of programme delivery.
• Problems vary and include a combination of routine and complex issues.
• Work pattern is a mixture of reactive and project work.
• Required to make sound judgements regularly within agreed processes, using a good understanding of the team and the facilities of the team.
• Communication is largely with internal staff (including internationally), but also with some external contacts and target audiences to support operational work.
• Analysis and communication of complex information in simple ways for a wide audience is required to increase influence.

Most importantly, every individual in Oxfam needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here)
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct):

1. Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity.

2. Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

ESSENTIAL

• Self-Awareness
• Relationship building
• Listening
• Mutual accountability

In addition:

• A bachelor's degree in social science, economics, finance or relevant field from a certified university is required.
• At least three years of relevant professional experience working in positions that include tasks specific to research, project management, communications and reporting (within the organization and to donors) and managing administrative and financial procedures is required.
• Experience working with local and international Non-Governmental Organisations is required. Experience working on livelihoods, economic inclusion/growth and/or development finance is a plus.
• Excellent interpersonal, influencing, communication and writing skills. For this role, spoken and written fluency in English and Arabic is required.
• Experience with website and social media management is a plus.
• Familiarity with remote working and remote working tools including Teams, Zoom, SharePoint/Box, webinars and similar information management and communication tools is needed. Knowledge of additional software such as Power BI and Mural is a plus.
• Dynamic and proactive, detail-orientated, highly autonomous, able to organize and multitask.
• Ability to work under pressure and prioritize; committed to meeting deadlines.

DESIRABLE

• Strategic Thinking and Judgment
• Agility, Complexity, and Ambiguity
• Influencing

SAFER RECRUITMENT: Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us. Offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.