WPE Admin Officer (Akkar) - FOR NATIONAL CANDIDATES ONLY

Background/IRC Summary:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Since November 2012, the IRC Women’s Protection and Empowerment (WPE) program established five Women and Girls Community Centers and ten mobile teams in North Lebanon and the Bekaa Valley to respond to and prevent Gender Based Violence (GBV). The WPE Program aims at increasing access of women and girls to psychosocial and case management services and enables communities to identify and mitigate safety and security risks faced by women and girls. All programming is implemented using survivor-centered approaches that prioritize confidentiality, dignity, safety, and respect.

Scope of Work:

The Administrative & Data officer will support the Women’s Protection and Empowerment (WPE) program. The Admin & Data officer will be requested to travel to field locations in these areas on a regular basis and will be responsible for administrative and operational support to the WPE program.

SPECIFIC DUTIES AND RESPONSIBILITIES

• Assist in the preparation and update of field based budgets, spending plans and tracking through regular and already existing monitoring platforms and the new BVA system
• Maintain a proper filing of the expenditure physical files and soft copies (e.g.: receipts, payment requests, etc.)
• Maintain the supplies inventory of all WPE Program locations by checking the stock to determine the inventory level; forecast supplies requirements; place and expedite orders for supplies; verify the receipt of supplies in consultation with the Supply Chain Department
• Coordinate repairs to office equipment and Women and Girls Community Centres 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
• Manage petty cash and conduct local purchases within the thresholds for petty cash procurement allowed by IRC policy
• Track and maintain proper filing of staff volunteers contracts as well as payments and relevant documents.
• Maintain and update the WPE Procurement plans in coordination with the WPE Manager
• 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 WPE staff in English and Arabic
• Prepare all necessary documentation and make all arrangements for movements and missions of WPE team members, including weekly movement plans
• Prepare staff volunteers contracts in close coordination with the senior officers and the WPE manager
• Payment preparation for casual workers and other volunteer staff within WPE
• Support monitoring data collection related to programmatic field activities in close coordination with the M&E Manager in Beirut.
• Support data entry in order to fulfill regular tracking of information through internal and external platforms in close coordination with the M&E Manager in Beirut.
• Support project progress reporting in coordination in close coordination with the M&E Manager in Beirut.

Other

• Other duties as assigned by the supervisor to enable and develop IRC programs

Professional Standards

• All administrative tasks should be carried out by ensuring compliance with IRC administrative standards and with local laws and regulations
• All IRC staff are required to adhere to THE IRC Way Standards for Professional Conduct and the IRC country employment policies.

REQUIREMENTS:

• University Degree, preferably in management, human resources, administration or related fields.
• Minimum of 1-2  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

Key Working Relationships:

• Position reports to: WPE Program Manager
• Position supervises: None
• Position works with: Case Management Officer, Adolescent Girl Officer, Senior Officers, Capacity Building Officer, Case Worker, Community Mobilizers, Adolescent Girls Assistants.

Working Environment: 

Travel and other requirements: Staff will be based in Akkar, with field travels to Akkar surroundings and Wadi Khaled.