Pdqa Administrator

I.     People and Culture (P&C) related tasks Staff Coordinate all administrative aspects of recruitment on behalf of the PDQA department.  Includes but not limited to raising Personal requisition forms (PRF), coordinate with P&C in terms vacancy posting, following up on deadlines of vacancies, ensuring the interview questions are in place, interviews are scheduled based on hiring managers availability,  and following up on issue of offer letter, and joining  / start date. Coordinate with P&C and the respective hiring manager on new staff orientation package. Including but not limited to introduction with key staff, orientation,  meetings with key departments, job related orientation material available, start up gear (laptop, lotus notes account, mobile phone, business cards etc), available. Coordinate with P&C and line manager a proper staff transition from their respective roles. Including but not limited to Staff having access to a handover document template, exit interview, handover of WVL property, documentation and storage of information and material, farewell, Ensure staff information is kept up to date on Our People / local databases, LDR's completed, Leave, follow-up on the completion and handover of performance agreements & appraisals, contract end / renewal, remind managers on special days of staff members, Consultants Establish consultancy pool based on priorities PDQA needs, and ensure each of the potential consultants are vetted for security and compliance related issues. Where needed MoUs are in place.  Coordinate the entire process of consultants with P&C, procurement, finance and the PDQA team, . by ensuring a ToR is developed, advertising timely and on the right platforms, clarification on the call for proposal, bid analysis, draft contract and following up on signatures,- Coordinate meetings, and other logistics related to the consultancies with the support of the PDQA team. Follow up with relevant internal staff on gathering the documents needed for the consultants’ desk review process Ensure payments for consultants are processed timely and contracts are closed with proper feedback and documentation. II.    II. Procurement, finance, logistics and administrative related tasks   Visitors Ensure visitors calendar is updated, coordinate/follow up on visa processes if when / required and other supporting document, coordinate/follow up with the related departments on the logistics in terms of flights, airport pickup, key contact list, phone, accommodation, security briefing, per diems, CP & other policy signatures, orientations, in-county activity schedule (work and leisure), exit debriefing, token of appreciation, PDQA Manager Support in coordinating meetings / events, travels and visitors. Support with documentation, archiving  and communication requirements. Support with managing and tracking staff database, expense reports, and department budgets. PDQA Management team Documentation of meetings, archiving of key documents (contracts, MoUs, and reports) both in hard copy form and electronically- Following up on contracts, and other agreements relating to grants / projects and partnerships. Create a hard copy filing system for all active, finished and pipeline grants;   Establish and manage PDQA related calendars. Including but not limited to staff movements, leave, meetings, events and deadlines for all PDQA units, visitors calendar, staff special event calendar,  Ensure that all office materials (stationary, equipment, furniture) are available for the PDQA office and team. Ensure all PDQA office related facilities are functional at all times. Prepare cash requests, payment orders, and payment letters pertaining to PDQA. Ensure that proper follow-up, signature, documentation, and filing occurs;   Coordinate PDQA staff & visitor's travel to the field / project locations and international events with fleet, security, administration, finance, field operations, & event organizers. Coordinate all logistics required for PDQA related workshops, meetings, and other events.  Prepare the petty cash replenishment for the PDQA unit, assist in tracking department expenses, and following up on payments.   Represent PDQA at different internal and external forums as required by the PDQA management team. Including but not limited to the procurement committee, Learning events, workshops, donors / cluster meetings, etc, and ensure proper notes are taken and shared with relevant staff members. Ensure systems and processes are established to efficiently and effectively carryout all the above tasks, and also ensure PDQA staff are trained or made aware of the same. Knowledge, Skills, Abilities: (The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.) Education Bachelor degree in business administration Preferred Knowledge & Skills Competency in Microsoft Word/Excel and email systems Good organizational, record keeping skills Essential       Good standard of written and oral communication Desirable   Detailed oriented Preferable Other Attributes A full commitment to World Vision’s core values and mission statement Full adherence to World Vision Lebanon Child Protection, Code of Conduct and Conflict of Interest policies Full Adherence to security protocols   Essential Experience 1 year of administrative/accounting experience Essential Work Environment 100% in the National Office with no travel required