Project Support Administrator
Interested Candidates should submit their applications via the following link:
https://jobs.oxfam.org.uk/vacancy/project-support-administrator--nationa...
Applications submitted via email will not be considered
PROJECT SUPPORT ADMINISTRATOR
JOB DETAILS
LOCATION: Beirut
CONTRACT TYPE: Fixed Term – 1 year renewable based on performance
JOB FAMILY: Programmes
ONE OXFAM GRADE: D ZONE: 1
DEPARTMENT:
GLOBAL PROGRAMMES
TEAM: Economic Development Policy Unit (EDPU)
SALARY: Competitive
HOURS: 40 (FTE)
FLEXIBLE WORKING
‘We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you’.
COMMITMENT TO DIVERSITY AND INCLUSION
We are committed to ensuring diversity and gender equality within our organization.
TEAM PURPOSE: The ACGG program aims to support women and men, particularly youth, to exercise civil and political rights, to influence decision-making and support more accountable, effective governance particularly in relation to respect for fundamental rights, access to services, resource distribution and gender equity.
Th EJ program aims to empower women and men, especially youth, to cope with the effects of economic poverty, and have greater access to and control over productive economic resources for sustainable poverty reduction.
The Project Support Administrator will be part of an Economic Development Policy Unit (EDPU) that will be hosted by Oxfam under the ACGG program.
The EDPU will be established to optimize the impact of the different livelihood and social stability projects that will be implemented in Lebanon and funded by the “Support to Economic Development and Social Stability in Lebanon” European Union (EU) Trust Fund (EUTF).
The EDPU will aim “to strengthen the ability of the EUTF implementing partners to collectively influence the policy making process and donor funding for Lebanon through policy coordination and evidence generation”, and regularly assess the policy environment to produce policy products targeting key stakeholders and policies impacting livelihoods and economic policy more broadly. The EDPU will seek to ensure that common messaging among all relevant stakeholders, including the EU Delegation in Beirut, is derived from evidence generated in the field by all Consortia and that speaks to a changing policy environment. The analysis that will be carried out by the EDPU will contribute to potentially proposing policy alternatives where gaps are identified, and inform the Lebanese policy makers, donor community, and the EU on contextual priorities.
The Unit will be merely hosted by Oxfam, but will equally serve all its member organisations, specifically representatives of all the EUTF implementing partners in Lebanon.
JOB PURPOSE:
The Project Support Administrator will lead and is accountable for all administrative, procurement and reporting activities linked to the EDPU, as well as for coordinated communications with reporting officers (or similar positions) from the other EUTF implementing partners.
JOB REPORTS TO
Economic Development and Policy Unit (EDPU) Coordinator
ROLES REPORTING TO THIS JOB
No direct management responsibilities.
BUDGET RESPONSIBILITY
The post holder will provide support in managing a small unit budget
GEOGRAPHICAL SCOPE
The position will be based in Beirut, with regular travel to programme sites in the South, North, Mount Lebanon as well as the Bekaa region - all implementation areas for EUTF consortia.
IMPACT
External representation of Oxfam with the EUTF implementing partners in Lebanon.
KEY STAKEHOLDERS
- EDPU coordinator, EDPU Information Management Officer;
- Reporting officers of all the EUTF partners that are members of the EDPU;
- Various project consultants.
KEY RESPONSIBILITIES (Technical, Leadership, People and Resource management)
General administration
Event management and logistics
- Supports the EDPU coordinator and Information Management Officer (IMO) in the planning of inception and participatory strategy-setting workshops, as well as periodic review meetings with representatives of the EUTF-funded projects
- Sets-up and ensures the smooth running of meetings, including following up with EUTF participants and other partners to identify optimal time slots to maximize participation and engagement, supporting the smooth development of online and/or face-to-face meetings where applicable, and managing all related physical/virtual logistics
- With guidance from the EDPU coordinator, takes a proactive role in material preparations for key stakeholder meetings (e.g. status updates, workshop material presentations)
- Takes meeting minutes / record meetings as appropriate and ensures appropriate filing
- Manages other required EDPU logistics (e.g. travel) where applicable.
Budget management, procurement and compliance
- Keeps track of EDPU budget and flags any adjustment needed; updates the monthly spending plan
- Leads on all administrative procedures related to working with EDPU consultants and contractors, in compliance with Oxfam’s processes and donor requirements, specifically:
- Leads on and ensures the smooth follow-up of contractual arrangements with the research institute to which EPDU will outsource research and other future EDPU contractors (e.g. for communications and visibility)
- Ensures the timely and orderly procurement of services needed for the project and disbursement of funds to EDPU contractors through following appropriate internal processes.
Reporting
- Coordinates and works closely with the EDPU IMO and reporting officers from EUTF partners to develop quality reporting on a quarterly and yearly basis
- Supports the development, review and submission of high quality financial and narrative reports relevant to EDPU’s activities – ensuring consistency, accuracy, clarity and timely submission in compliance with donor contractual requirements.
Communications
Internal Communication
- Assists the EDPU coordinator in communications to donors including responding to information requests, income tracking and contract amendments
- In collaboration with the EDPU IMO, designs and manages internal communication mechanisms/channels targeted at EUTF partners (email/newsletter updates, internal polls and surveys etc.) for relevant EDPU activities (such as resource-sharing, information-sharing, status updates, and other internal knowledge sharing needs)
- Maintains up-to-date EDPU correspondence, communications and knowledge-sharing folders on Box.
External Communication
- Supports the EDPU coordinator and relevant Oxfam colleagues in developing an external communications and visibility plan aligned with the future EDPU policy strategy as well as Oxfam and EU guidelines on communication and visibility
- Actively supports the EDPU team in the implementation of EDPU’s communications and visibility plan including via quality assuring communications contractors’ work on EDPU logo and website, augmenting and monitoring web and social media presence, etc. in close cooperation with EUTF partners
- Assists in other external-facing communication activities as relevant, such as relationship management with the wider development sector in Lebanon.
CORE DIMENSIONS
- To coordinate and supervise resources and processes in support of the programme and/or to provide support and advice in support of programme delivery.
- Problems vary and include a combination of routine and complex issues.
- Work pattern is a mixture of reactive and project work.
- Required to make sound judgements regularly within agreed processes, using a good understanding of the team and the facilities of the team.
- Communication is largely with internal staff (including internationally), but also with some external contacts and target audiences to support operational work.
- Analysis and communication of complex information in simple ways for a wide audience is required to increase influence.
PERSON SPECIFICATION
Most importantly, every individual in Oxfam needs to be able to:
- Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here)
- Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct):
1. Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity.
2. Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.
EXPERIENCE, KNOWLEDGE & COMPETENCIES
ESSENTIAL
- Self-Awareness
- Relationship building
- Listening
- Mutual accountability
In addition:
- A bachelor's degree in administration, business, social science, communications, or relevant field from a certified university is required.
- At least three years of relevant professional experience working in positions that include tasks specific to project management, communications and reporting (within the organization and to donors) and managing administrative and financial procedures is required.
- Experience working with local and international Non-Governmental Organisations is required. Experience working on livelihoods, economic inclusion and/or social stability is a plus.
- Excellent interpersonal, influencing, communication and writing skills. For this role, spoken and written fluency in English and Arabic is required.
- Experience with website and social media management is a plus.
- Familiarity with remote working and remote working tools including Teams, Zoom, SharePoint/Box, webinars and similar information management and communication tools is needed. Knowledge of additional software such as Power BI and Mural is a plus.
- Dynamic and proactive, detail-orientated, highly autonomous, able to organize and multitask.
- Ability to work under pressure and prioritize; committed to meeting deadlines.
DESIRABLE
- Strategic Thinking and Judgment
- Agility, Complexity, and Ambiguity
- Influencing
SAFER RECRUITMENT: Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us. Offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.
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