Project Coordinator
Please apply through the recruitment link or by sending your CV to [email protected].
Key Areas of Responsibility:
Overall responsibility for office and other assets:
Ensures that office facilities and equipment are functional and maintained in serviceable conditions;
Liaise with vendors to request quotes and procure office supplies, services, and equipment
Maintain up-to-date Asset Registers to submit to Finance for periodic review
Manages service contracts and lease agreements
Administer insurance of office and project staff and coordinate office insurance
Manage office utilities and related providers (ensure reliable supply and prompt payment for: electricity, generator, internet, cleaning services, water supply)
Project Maintenance:
Maintain project information data (file structures, document control, project pages and archives)
Assist with client contract amendments under the direction of the (Assistant) Project Manager as necessary
Subcontracting:
Set up new suppliers in line with OPM processes
Preparation of draft engagement contracts and amendments under the direction of the (Assistant) Project Manager
Maintain subcontract tracker in conjunction with the Assistant Project Manager
Ensure completion of due diligence reviews
Finance:
Ensuring that project budgets are on track, including:
Matching contract changes to budget and process for approval
Monitoring and checking budget coding, resolving issues as required
Checking and processing staff expenses and external invoices
Assisting the (assistant) project manager with forecasting, managing budget and rebudgets as required
Compliance with local financial reporting and tax regulations
Maintenance of accurate and up-to-date office accounts
Prepare and send monthly cash requests to OPM Oxford Office
Prepare payments, advances and journal vouchers that include withholding taxes and comply with federal, state, and company regulations
Monitor status of advances and expenses accounts to ensure that payments/expenditure reporting are up to date
Preservation and hard filing of the accounting records properly
Ensure petty cash procedures are followed for OPM Beirut
Complete the monthly cashbooks, bank reconciliation of all bank accounts and other monthly financial reports for OPM Beirut, reporting to OPM Oxford on the 1st day of each month
Provide support to all aspects of budgeting, financial performance reporting & forecasting, financial business analysis, VfM, and benchmarking.
Coordinate with external Auditors for timely completion of the Audit
Implementation:
Implement project procedures in line with OPM’s Project Management Framework
Coordinate activities across all teams (project team and OPM central teams) to facilitate successful project outcomes
Coordinate activities on behalf of the (Assistant) Project Manager as requested in line with project workplan
Assisting with the organization and delivery of effective workshops and other project events
Support to the (Assistant) Project Manager in implementing compliance administrative procedures established by the relevant functions e.g. security, legal, finance, HR and duty of diligence etc
Providing administrative support to project procurement and assets management procedures
Supporting the implementation of project policies and procedures ensuring that they are maintained and adequately communicated to staff
Reception of visitors and preparation of meetings
Providing logistical support including:
Arranging hotel bookings, local transport and airport pick up
Supporting with visa applications and where appropriate, work permits in accordance with HR procedures and process
Updating company travel diary
Communications:
Project communications administration: Coordinating outsourcing of a range of communications services within standardized OPM templates, these being: copyediting, formatting, translation, design and printing.
Supplier liaison: acting as a local point of contact for external suppliers on specific jobs to ensure the smooth delivery of outsourced work
Championing office templates: ensuring OPM’s Microsoft Office suite of OPM branded project templates are used correctly across all OPM branded projects
This is a challenging and interesting role, where you will be responsible for combining and acting upon the information gained from a central team and the Project Manager. You will be pivotal in bringing the two parties together to discuss what the appropriate outcome should be to ensure client satisfaction.
We work in a fast paced environment so you will need to be highly organised, efficient and an effective communicator to ensure that all deadlines are met. You will take a proactive approach resolving issues with internal and external stakeholders and escalating issues to the appropriate teams as and when required.
Skills and requirements:
Proven organisational and planning skills, with excellent attention to detail
Excellent administrative skills with Microsoft Office ability
Experience in supporting the implementation and delivery of development partner funded programmes (DFID, USAID) would be ideal.
Good numeric skills including familiarity with basic financial documents (e.g.: timesheets, budgets)
Ability to work to tight deadlines and flexibility to cope with several jobs simultaneously
Should be a strong team player and have the ability to work effectively as part of a team, as well as the ability to work independently
Good stakeholder management skills
Good communication skills with fluency in English & Arabic.
ملاحظة:
دليل مدني، شبكة المجتمع المدني، يوفر للمنظمات منصة لنشر الوظائف, وليس مسؤول عن عملية التوظيف. كل منظمة مسجلة على دليل مدني هي مسؤولة بشكل فردي عن منشوراتها وعن عملية التوظيف.
- Lebanon
- بيروت
- بيروت