Program Administrative Officer

Result areas

 Management

Organizes seminars, programme opening ceremonies, hosting donors and beneficiary visits, site inspections, etc.

Supports in submitting internal and external reports on time and that they are of high quality reflecting all programme aspects;

Supports implementation team to conduct the activities in line with the proposed programme plan and timeframe;

Develops, designs, and improves work methods and procedures in coordination with the supervisor;

Represents WCH Lebanon in relevant working groups and other coordination platforms as requested by the Senior Program Manager;

Processes PFAs, MoUs or any partnership agreement for implementing partners;

Schedules, tracks and manages follows up on  Partner Assessments;

Adheres to War Child-Lebanon policies and standards;

Finance

Prepares payments for all related meetings and workshops  

Continuous budget monitoring with Project Administrative Assistants to ensure expenditure  are on track

Revises ledger received from finance and support in budget forecast;

Ensures that available budgets are well managed and spent according to agreed plans and donor requirements;

Procurement & Logistics

Develops and maintains a filing system of partners as well as information on programme records and develop an e-filing system and in archives;

Prepares correspondence / informative letters / formalities for third parties;

Ensures requested services and items are well received to locations and they meet WC-L standards;

Provides logistics team with team logistic needs prior to each week for proper arrangements;

Result: Programme operational aspects are handled and well managed in such manner that all programme activities are conducted on time with the proper documentation, relevant allocation and WC-L policies and standards are integrated in all programme implementation aspects.

Organization, Coordination and Management

Coordination

Coordinates with the  teams for planning the competency building of implementing partners staff;

Regularly communicates and coordinates with all partners in the field;

Supports implementing partners in competency building as may the partnership assessment may identify needs and coordinate with the concerned unit further support is delivered;

Coordinates with the finance team in order to proper expenditure of each budget and proper spending of the overall fund;

Coordinates with WC projects, for most effective activities integration within same theme projects and proper tracking of overlapping beneficiaries with different themes projects:

Coordinates with different WC projects for various project implementation aspects (field staff, same financial contributions for locations…)

Result: all programme implementation aspects are well organized, coordinated and managed, in a way to ensure, the workflow is in line with WC-L standards and vision and relevant to needs raised by the beneficiaries.

Knowledge and Experience

Degree in Management or similar degree with experience in finance or accounting;

Experience in managing budgets;

Experience working with partners;

Knowledge and experience of programme and/or project management in complex multi-donors funds;

Minimum of  2 year experience in similar positions with an NGO;

Preferably previous experience working with children/refugees/vulnerable populations

Skills and Competencies

Attentive to detail and cost-conscious with strong follow up;

Strong planning and organisational skills;

Problem solving and result-oriented;

Excellent Excel Skills

Knowledge and experience in M&E is a plus;

Flexibility including flexibility to travel in the field;

Team oriented, with ability to work efficiently independently;

Proficient computer skills,

Fluency in Arabic and English;

Strong communication skills;

Cultural sensitivity and tolerance;