Project Administration Officer

Working area: Beirut, Lebanon

Reporting: the position will be reporting to Project Coordinator

General Objective of the Job:
The Project Administrative Officer supports the efficient implementation of the project by ensuring smooth administrative, logistical, and financial processes, budget monitoring, procurement, reporting, coordination with partners and stakeholders, maintaining proper documentation, and assisting the Project Coordinator and team in adhering to organizational and donor requirements.

Position in the Organization:
The Project Administration Officer is part of the Program Implementation Department and reports directly to the Project Coordinator.
 
Detailed job description
Handling finances

•    Support in the review and monitoring of the monthly project budget in coordination with the Project Coordinator to ensure that planned expenditures are accurately forecasted and processed in a timely manner.

•    Prepares monthly payments for staff in the field.

•    Follows up closely on monthly payments and cheque advances.

•    Keeps track and monitors advances of partners.

•    Weekly controls the budget to ensure proper expenditure of each budget line.
 
Result: Finances are handled in such matter that field staff are paid on time and according to precise documentation.

Handling Administration

•     Develops and maintains a filing system of partners.

•     Keeps track and monitor advances of partners and staff.

•     Performs administrative tasks (photocopies, buying stationeries, scanning/faxing documents, minutes of meetings).

•     Assists in preparation of monthly and completion reports.

•     Prepares and submits bi-weekly reports to the supervisor on the date identified.
 
Result: Administrative tasks are handled in such a way that a filing system is in place reports are submitted on time.
 
Organization, Coordination and Management

•     Support the development, implementation, and tracking of detailed project work plans and schedules.

•     Organizes trainings, seminars, project opening ceremonies, hosting donors and beneficiary visits, site inspections, etc.

•     Collaborates with field staff to follow up on activities according to War cChild targets.

•     Manages procurement processes (stationary provision, utilities, purchases for all project activities).

•     Updates and maintains information on computer database systems and in archives. Conduct some field visits.

•     Develops, design, and improve work methods and procedures in coordination with the supervisor.

•     Supports in collecting data for report writing.

•     Maintain consistent and effective communication with project partners and relevant stakeholders to ensure smooth coordination and information flow.

•     Ensure systematic planning, prioritization, and follow-up of assigned tasks in alignment with the overall project work plan.

•     Participate in relevant meetings, ensuring comprehensive and well-structured minutes are documented and shared promptly.

Necessary experience:

• Minimum of two to three year of relevant experience preferably within an INGO

Education level: Bachelor degree
 
Education field: Bachelor's degree in Management, Finance or a related field.

Required skills:

•      Strong       organizational and       time management skills.

•      Excellent communication and interpersonal skills.

•      Proficiency in Microsoft Office, especially Excel.

•      Fluency  in  Arabic  and  English  (Spoken and Written
Nice to have skills:

•      Reporting experience

•      Background in working with local partners and community-based organizations
 
•      Cultural sensitivity and awareness.

•      Ability to work well in a team and under pressure.

•      Attention       to       detail       and       cost- consciousness.

•      Flexibility  and  adaptability  to  changing circumstances