Project and Admin Officer - Porticus 3 Project

Description:

The Porticus-funded “Towards a Social and Emotional Learning Policy for Children in Lebanon” aims to devise a national roadmap toward establishing solid foundations from which to facilitate the development of a comprehensive SEL policy for Lebanon; policies in SEL will ensure a systematic integration and institutionalization of an SEL culture into both formal and non-formal educational system. 

World Learning has an immediate vacancy for its Beirut-based “Project and Admin Officer” for the Porticus-funded “Towards a Social and Emotional Learning Policy for Children in Lebanon”. This position is for a Lebanese national.

Position Summary:

The “Project and Admin Officer” provides essential administrative, logistical, and coordination support to ensure smooth implementation of project activities. The role involves managing day-to-day office operations, providing administrative support to the team, assisting in project planning and reporting, coordinating events and field activities, and ensuring compliance with organizational procedures.

Key Responsibilities:

A. Administrative Support:

• Ensure proper documentation by maintaining organized electronic and physical filing systems for project documents.
• Assist in the development of work plans, implementation schedules, and activity trackers.
• Support the preparation of monthly, quarterly, and final reports by compiling data and updating project trackers.
• Prepare a range of documents including, but not limited to, agendas, minutes of meetings, schedules, background papers, briefs, fact sheets and other relevant materials.
• Draft, format, translate, and edit letters, memos, and other documentation.

B. Project Coordination:

• Coordinate, schedule, and arrange project meetings, workshops, field visits, focus groups, communities of practice, and capacity building activities (venue booking, logistics, participant lists, and follow-up).
• Facilitate the implementation of project activities and provide support at the field level, whenever needed.

• Monitor and report progress of activities and follow up with implementing partners or field teams.
• Support in managing data (data entry, cleaning, and verification) and running necessary analyses to contribute to the research.
• Report all field related activities and issues and collect documents, photos, and evidence of implementation while ensuring proper archiving of all documentation.
• Support in preparing and executing other project activities as needed and requested by the Project Manager.

•  Communicate and coordinate with external stakeholders for meetings, visits, and implementation support.

• Support evaluation, monitoring, and learning activities as required.

C. Logistics and Operational Support:

• Prepare and submit Purchase Requests (such as venue rentals, equipment, and printed material) and support procurement requests by collecting quotations and coordinating with the operations/finance team.
• Assist in travel arrangements for staff, consultants, and visitors (tickets, hotel bookings, transportation).
• Follow up on invoices, payments, and financial documentation with the finance and procurement team.
• Maintain updated beneficiary databases, attendance sheets, and activity documentation.

• Arrange logistics for field activities, including transportation, per-dem arrangements, equipment delivery, and venue preparation.
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1. Qualifications:

• Bachelor’s degree in Business Administration, Project Management, Education, Social Sciences, International Development, or a related field.
• Minimum of 3-5 years of relevant experience in project coordination, administrative support, or operations, preferably within NGOs, international organizations, or donor-funded projects.
• Demonstrated experience supporting project implementation, reporting, logistics, and coordination of workshops, meetings, and field activities.
• Strong organizational and time-management skills with proven ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Excellent written and verbal communication skills in Arabic and English; French is an asset.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with databases, tracking tools, and basic data analysis is an advantage.
• Familiarity with procurement processes, purchase requests, financial documentation, and coordination with finance and operations teams.
• Ability to draft, edit, format, and translate professional documents, reports, and correspondence.
• Experience working with stakeholders, partners, consultants, and field teams.
• Strong attention to detail, problem-solving skills, and ability to work both independently and as part of a team.
• Willingness and ability to support field activities and travel within Lebanon as required.