Admin And Program Officer-Erd Program

SCOPE OF WORK:The Admin and Program Officer will support the Economic Recovery and Development Program (ERD) by providing administrative and programmatic support. The Admin and Program Officer will be requested to travel to field locations on a sporadic basis. Who this position reports to: ERD Coordinator RESPONSIBILITIES: Act as focal point for all administrative matters within the ERD team, including by providing guidance to ERD staff members on procurement, movement and financial procedures. Assist in resolving administrative problems related to Finance, Supply Chain and Human Resources, by collecting information, preparing notes to the file, and getting approvals Assist the ERD Coordinator in the preparation and update of project budgets, project planning documents (Gantt charts, logframes, resource requirements plans, weekly plans), and weekly reports and sit reps Assist the ERD coordinator in organizing and managing all project activities taking place in Beirut and selected project activities taking place in field locations; this will also entail preparing Bill of Quantities Maintain the supplies inventory of all ERD Program (Beirut) by checking the stock to determine the inventory level; forecast supplies requirements; place and expedite orders for supplies; verify the receipt of supplies at Beirut Office in consultation with the Supply Chain Department Coordinate repairs to Beirut office equipment and locales in collaboration with the Supply Chain Department Raise purchase requests and prepare payment requests and follow-up on their approval by liaising with Finance and the Supply Chain Department Maintain and update the PR Tracker, in consultation with the ERD Logs and Procurement Officer Assist the ERD Coordinator in reviewing transaction records based on tracked procurements Be responsible for the logistical arrangements of meetings, workshops and other events Prepare meetings and workshops materials Draft agendas, take minutes at meetings and workshops and maintain attendance sheets Type correspondence, reports and other documents, requested by the ERD staff in English and Arabic Prepare all necessary documentation and make all arrangements for movements and missions of ERD team members, including weekly movement plans Maintain and update the ERD electronic and hard filing system Upload ERD program figures on Activity Info All administrative tasks should be carried out by ensuring compliance with IRC administrative standards and with local laws and regulations Other: Other duties as assigned by the supervisor to enable and develop skills and career Professional Standards All IRC staff are required to adhere to THE IRC Way Standards for Professional Conduct and the IRC country employment policies. REQUIREMENTS: Minimum of 2-3 years of professional experience in Administration/Office Management Strong ability to work independently, organize work, meet deadlines, maintain composure, prioritize work under pressure, coordinate multiple tasks and maintain attention to detail Strong sense of personal integrity. Previous experience with Administration and/or previous INGO experience is an advantage. Personal qualities: Works well in and promotes teamwork, comfortable in a multi-cultural environment, flexible and able to handle pressure well. Fluency in Arabic and English, both written and oral WORK ENVIRONMENT: Travel and other requirements: Staff will be based in Beirut Head office, with some travel required between the field office and the main IRC office in Beirut.