Project Administrator

Project Administrator

1. Background

COOPI – Cooperazione Internazionale is an Italian humanitarian organization committed to fighting poverty and promoting sustainable development. COOPI Lebanon implements programs in protection, education, livelihoods, and basic assistance, supporting vulnerable populations across the country. The Project Administrator is a key position within the Project, ensuring effective financial and administrative management in compliance with COOPI’s policies and donor regulations.

2. Purpose of the Position

The Project Administrator is responsible for overseeing financial, administrative, and logistical aspects of the Project. This includes budget management, financial reporting, compliance with donor regulations, procurement, and human resource administration. The role requires strong financial expertise, experience in grants management, and a proactive approach to ensuring project efficiency.

3. Key Responsibilities

Financial Management:

• Ensure proper financial planning, tracking, and execution of project budgets.
• Prepare periodic financial reports for internal and external stakeholders in compliance with donor regulations.
• Monitor project expenditures and ensure alignment with the approved budget.
• Coordinate with finance teams at the country and HQ levels to ensure timely fund disbursement and financial reconciliation.

Compliance and Donor Requirements:

• Ensure strict compliance with COOPI and donor financial policies, guidelines, and reporting requirements.
• Maintain up-to-date financial records and ensure proper documentation for audits and verifications.
• Assist in preparing financial audits and donor verifications as required.

Procurement and Logistics:

• Oversee the procurement of goods and services, ensuring compliance with COOPI and donor procurement policies.
• Ensure proper inventory management and tracking of project assets.
• Work closely with logistics teams to ensure timely delivery of goods and services.

Human Resources and Administration:

• Support the recruitment and onboarding of project staff, ensuring adherence to HR policies.
• Manage administrative procedures, including contracts, payroll processing, and staff benefits.
• Ensure proper documentation and maintenance of HR files related to project personnel.

Coordination and Reporting:

• Provide financial and administrative support to the Project Manager and other team members.
• Ensure effective communication between finance, logistics, and program teams.
• Support the Programs Manager and Project Manager in grant management and donor reporting.

4. Qualifications and Experience

Essential:

• Minimum of 5 years of experience in financial and administrative.
• Proven experience in managing donor-funded projects, including budgeting and financial reporting.
• Strong knowledge of financial regulations, procurement policies, and grant management.
• Proficiency in Microsoft Office (Excel, Word) and accounting software.
• Fluency in English and Arabic (French is an asset).
• Strong analytical and problem-solving skills.

Desirable:

• Experience working in Lebanon or the Middle East region.
• Familiarity with COOPI’s financial and administrative systems.
• Experience in donor compliance and audit processes.

5. Competencies

• Strong attention to detail and organizational skills.
• Ability to work independently and meet tight deadlines.
• Strong communication and interpersonal skills.
• High level of integrity and commitment to transparency.