Project Co-Ordinator

Role Title Project Co-ordinator Role Information Role Type  Pay Band  Location  Duration  Reports to: Replacement Grade H Beirut, Lebanon 14 months Senior Project Manager   Role purpose To support in the implementation of the European Union funded Promotion of Gender Equality in Lebanon Project, entitled DAWRIC:  Direct Action for Women: Reform, Inclusion and Confidence The project aims to build the capacity of women and broad-based support for their active involvement in public life to: Combat poverty among Lebanese women Ensure gender equality in political life and decision-making processes   About us The British Council is the UK’s international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with – changing lives by creating opportunities, building connections and engendering trust. We work with over 100 countries across the world in the fields of arts and culture, English language, education and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body. Geopolitical/SBU/Function overview: Education and Society Main opportunities/challenges for this role: Coordinate with project stakeholders of diversified background (beneficiaries, partners, other stakeholders) on the appropriate implementation of activities with respect to the project Action Plan. Ensure all administrative tasks are carried out in compliance with the British Council standardized procedures and guidelines. Main Accountabilities:   To provide administrative and technical support for the Programmes and Partnerships Team across all programme areas.  The responsibilities can include, but are not limited to, the following: Responsible for pre-event administration. Monitoring and booking venues.  Comply with Health & Safety measures of the event. Organising transport and hospitality arrangements. Drafting invitation lists and welcome letters. Updating joining instructions, risk assessment form and any forms used for international guests/partners. Communicating project deliverable logistics to internal and external partners and stakeholders. Attending and reporting on projects events as required. Performing tasks with efficiency and speed delivered on time and up to British Council standards, as well as fulfilling satisfaction of internal and external stakeholders. Ensuring Equality, Diversity and Inclusion policies are present in all project aspects from conceptualisation to delivery in agreement with Project Managers. Responsible for post event administration i.e. evaluation forms (related to reporting projects events above). Conduct field visit to liaise with municipalities, partners, beneficiaries and other project stakeholders.   To assume the Operational Support role on SAP. Closely liaising with the finance team regarding vendors and payments to ensure accurate process is taken forward.  Follow up and respecting deadlines in payments to vendors and suppliers Issuing payments as agreed with Project Managers in compliance with British Council financial standards.   To manage small scale project activities delegated by Project Managers. Closely liaising with all Project Managers regarding the project brief and deliverables. Reporting on key milestones and where risks are emerging in the projects. Finalizing and delivering all arrangements within an agreed time frame. Collecting and analyzing Scorecard data where appropriate. Managing activity/small scale project budget and reporting actual and anticipated expenditure to Project Managers. Supporting the delivery and coordination work of the agreed British Council Lebanon media and marketing plan strategy by implementing agreed tasks.   To assume the Scorecard support analyst role Provide support to the regional evaluation manager and Country Scorecard analyst; through inputting timely and complete scorecard returns in line with corporate guidelines and regional dates and communicating issues and needs as they arise. Participate and interact in teleconferences, communications regarding latest updates, reviews and deadlines of audience plans, forecast in coordination with Lebanon Scorecard analyst.   Key Relationships: Internal Country Director British Council Lebanon, MENA and UK Programmes and Projects team across all areas British Council Lebanon cross-departmental teams (Marketing and Communications, Finance and Resources, Customer Service and Exams.)   External Suppliers (hotels, taxi companies, restaurants, travel agencies, etc.)  Ministries, including Ministry of Education and Higher Education, Ministry of Social Affairs, Youth and Sport among others; governmental representatives working on British Council projects across all programme areas;  Municipalities, project partners, activists and entrepreneurs, as well as civil society organisations in Lebanon and in the UKEstablished and emerging arts professionals and institutions in Lebanon and the UK The Embassy and the FCO   Role Requirements: Threshold requirements: Assessment stage Passport requirements/ Right to work in country   Shortlisting Direct contact or managing staff working with children? No N/a Notes     Person Specification: Assessment stage Language requirements (DELETE IF NOT APPROPRIATE) Minimum / essential Desirable Assessment Stage Written and spoken English (C1 Level) Fluent in written and spoken Arabic   Shortlisting Qualifications Minimum / essential Desirable Assessment Stage University degree or proven relevant experience   Shortlisting Role Specific Knowledge & Experience Minimum / essential Desirable Assessment Stage 2 years’ experience in administrative/project support  role at local and/or international organisation 2 years’ experience in project management Full understanding of Lebanon’s education and social development scene   Shortlisting Role Specific Skills (if any) Assessment Stage Using Technology; operates as an advanced user in all Microsoft office applications especially excel. Communicates clearly and effectively and relates to circumstances  Uses resources efficiently in own role and complies with financial rules and procedures. Managing projects: follows project management discipline and analysis project data. Able to research business issues and contacts in stakeholder and potential partner organisations to support account management and business development.   Shortlisting AND Interview British Council Core Skills Assessment Stage Managing Project- Level 3 Leads smaller projects Analyses requirements with the sponsor/stakeholders, defining the specification, planning, revising, implementing and evaluating on small-to-medium scale and/or low risk projects.   Communicating and influencing- Level 1                Relates communications to circumstances Displays good listening, writing and speaking skills, setting out logical arguments clearly and adapting language and form of communication to meet the needs of different people/audience Planning and Organizing- Level 1 Is methodical Able to plan own work over short timescales for routine or familiar tasks and processes. Analyzing Data and Problems- Level 1 Is systematic Breaks down problems into a list of tasks to be done and decides on appropriate action. Using Technology-Level 1 Operates as a basic user of information systems, digital and office technology Able, with adjustments if necessary, to use office software and British Council systems to do the job and manage documents or processes. Managing and Resources-Level 3 Supports budget management Monitors and controls an agreed budget within a defined area, producing reports and analyses and contributing to planning. Managing Risk- Level 2 Supports a risk management culture Has track record of identifying and highlighting risks and suggesting mitigating actions. Managing Accounts and Partnerships- Level 2 Works with stakeholders and partners Communicates regularly with diverse stakeholders, customers and/or partners to build mutual understanding and trust. Shortlisting AND Interview British Council Behaviours Assessment Stage Connecting with others: (Essential) Making regular opportunities to understand others better   Working together: (Essential) Establishing a genuinely common goal with others   Making it happen: (Essential) Delivering clear results for the British Council   Shaping the future:(Essential) Looking for ways in which we can do things better   Being accountable (More Demanding) Putting the needs of the team or British Council ahead of my own   Creating shared purpose: (Essential) Communicating an engaging picture of how we can work together Interview       Interview     Required for the role but not assessed during the application stage