Programme Officer

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services. The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat. The Japanese Red Cross Society (JRCS) has been present and providing support in the region based on its strategy for the Middle East since 2015 after decades of its engagement in the region. It has established its Regional Office for the Middle East in Beirut since 2015 under the JRCS/IFRC Integration Agreement. The Regional Office currently covers the following countries; Lebanon, Syria, Palestine, Jordan, Iraq, Yemen and Turkey. The roles of the Regional Office are to support the Red Cross and Red Crescent Movement partners in the region, mainly multilaterally with the IFRC and ICRC and bilaterally with the Lebanese Red Cross (LRC) and the Palestinian Red Cross Society (PRCS) in Lebanon and Gaza. As a result of the COVID-19 pandemic and continuing humanitarian crises in the region, the JRCS plans to strengthen its programme and office management in its Regional Office in order to enable more effective field-oriented approach. This position will be based in the JRCS Regional Office in Beirut, Lebanon.

Job Purpose

The Programme Officer will support the management of the whole JRCS-supported projects in the region, especially the bi-lateral projects in cooperation with the LRC and the PRCS Lebanon Branch, and will be expected to maintain the JRCS Middle East Regional Office administration in healthy status. S/he will work in line with the JRCS regulations and direct and indirect instructions from the supervisor and the headquarters. The Officer will perform her/his best efforts in order to lead the programme to the best achievements and will maintain and develop trust and constructive relationships with the National Societies and relevant stakeholders.

Job Duties and Responsibilities

1. Programme management: Secure the smooth project implementations done by the National Societies (NSs) and keep the appropriate coordination and direct/indirect communication with all relevant stakeholders.

• Monitor and ensure the schedules of project planning and implementation done with NSs.
• Provide necessary supports for project formulation, exchange of project agreement, operation management, confirmation of project progress and completion and receipt of variety of reports.
• Review project narrative and financial reporting with required supporting documents.
• Ensure the accountability of projects by such as attending the tendering process, verifying the expenses against the project budgets and necessary discussion and documentation for any amendment.
• Provide appropriate coordination between NSs and the JRCS
• Assist the Regional Rep. for information gathering and coordinate with the IFRC and the ICRC for the JRCS commitment to their annual and emergency appeals.
• Participate in the relevant meetings, conferences and discussions and share the records with the team members.
• Assist management of the programme budget in coordination with the Headquarters.
• Implement research and monitoring for information required by the headquarters.
• Produce regular update reports and statistics as required.
• Support to collect communication materials related to the programme.

2. Admin & Logistics: Maintain the JRCS Middle East Regional Office in healthy condition in close-communication with the JRCS staff and the Headquarters.

• Establish and maintain a well-functioning administrative and logistics support for the ME programme operations.
• Facilitate administrative and personnel tasks under the supervision of the regional representative and the Headquarters.
• Ensure the management of the assets and materials for the office administration and the residence of the JRCS delegates (including fleet management in cooperation with the JRCS driver).
• Prepare and facilitate the full support for receiving the new JRCS delegates and business visitors.
• Support and work closely with IFRC MENA RO Admin and Finance units for timely procurement and delivery of resources for the programme and the office administration.
• Manage all necessary documentation and submission of financial, security and staff health related forms to IFRC MENA RO.
• Prepare and keep necessary documentations in relation with the financial affairs.
• Arrange the security clearance and its related issues for the movement of all JRCS staff, delegates and business visitors.
• Keep well-coordination and communication with the JRCS staff, delegates and the Headquarters for all relevant issues.

3. General: Responsibilities include:

• Provide necessary support to the JRCS Regional Representative and the JRCS delegates in case of emergency as required.
• Support field-level response to incidents, including critical incidents, as required.
• Assist the Regional Rep. to liaise and coordinate with the IFRC, the ICRC and other RCRC NSs in matters of safety and security if required.
• Ensure a briefing package to be updated and organize a security briefing by the IFRC Security unit for JRCS delegates and visitors arriving in Lebanon and travelling to Syria and Iraq, and wider MENA region, if required.
• Maintain information management of filings for contracts e.g. procurement, movement of goods between suppliers and partners' warehouses, supporting documents for transportation of goods, agreements and reports.
• Carry out translations and interpretation between Arabic and English e.g. for field visits, contract documentation and supporting financial documentation, as required.
• Produce and submit a monthly report to the Regional Representative for the Headquarters.
• Ensure accountability and compliance of the all activities committed by the JRCS, and report the Regional Representative or the Headquarters in case of any doubt of

Duties applicable to all staff

1. Actively work towards the achievement of JRCS goals in the region through      effective relations and teamwork
2. Abide by and work in accordance with the Red Cross and Red Crescent principles
3. Perform any other work-related duties and responsibilities that may be assigned by the line manager
4. Ensure understanding of roles, responsibilities, lateral relationships and accountability

Education

Academic qualification in humanitarian, development studies, business administration or any other related field (degree level or equivalent) - required

Experience

• Relevant professional experience in relation of project operation or management - required
• Experience on general financial administration and budget preparation - required
• Experience in dealing with procurement and office administration - required
• Experience of compiling and summarizing materials for a variety of audiences, such as HQ , Regional and Medical colleagues - required
• Experiencing of compiling programme documents; including proposals, logrames and reports - required
• Experience in humanitarian operations for a minimum of 2 years - preferred 
• Experience in project planning, monitoring, evaluation and reporting - required
• Full driving licence and willingness to drive independently - required
• Experience in RC/RC Movement - preferred

Knowledge, skills and languages

• Comprehensive understanding of logistics operations, compliance procedures -preferred. 
• Strong communication skills, including ability to prepare and present concise verbal and written operational reports, briefings, updates and other relevant documentation - required.
• Basic level professional knowledge about budgets and financial reporting - required.
• Knowledge of personal security and safety issues affecting humanitarian personnel - required.
• Strong sense of ownership and ability to see through the completion of tasks assigned - required.
• Teamwork: commitment to the international Red Cross & Red Crescent movement principles, integrity and personal conduct regulations, sensitivity to diversity, flexibility &adaptability, good interpersonal skills, friendly & positive attitude, hardworking, trustworthy and able to maintain confidentiality at all times - required.
• Ability to work independently and under pressure - required.
• Resourceful and capable to research and source information - required.
• Pro- active and highly organized manner- required.
• Good time management skills and ability to establish priorities, and to plan, coordinate and monitor work plans - required.
• Strong personal initiative and willingness to accept responsibilities and new tasks - required.
• Excellent relationship building skills and willingness to be a team player - required.
• Ability to develop and maintain effective remote working relationships with counterparts in a multi-cultural, multi-ethnic environment with sensitivity and respect diversity - required.
• Sufficient IT skills at least use of Microsoft office applications (word, excel, powerpoints, Teams, Forms)- required.

Languages

• Fluently spoken and written English and Arabic - required 
• Japanese - desired 

Competencies and values

• Professionalism
• Team work
• Judgement and decision making
• Diversity
• Integrity