Senior Program Assistant - Beirut and Mount Lebanon

Background:

S/he is a member of the field area team which includes the field medical advisor, the area pharmacist, the senior health officer, the health officers, the quality officers, and the inclusion officers.
Health program provides both technical and financial support to local primary health care centers to enable provision of affordable, accessible, and quality healthcare services to refugee and vulnerable host population.

Job Purpose:

Provide administrative, financial and clerical support to the field team thus ensuring the program is implemented on time and according to IMC policies and procedures.

Main Responsibilities:

1- Service Provider Contracting Process
 Collect and review all backup documents from the supported clinics as needed for contracting
 Performing BI checks on service providers as required
 Coordinate with Contracts Officer and Compliance department on fulfilling the documentation requirements following initial review
 Submitting the original copy contract to the Contracts Officer for archiving
 In coordination with Contract Officer, develop and update the respective SOP by providing continuous input based on field experience
2- Processing Payments
 Prepare all check/transfer requests to settle program activity payments according to the documents received from the service providers
 Prepare PHCC monthly cost estimations to be submitted to the finance department ahead of each month
 Follow up on all payment requests in accordance with available budget lines
 Close coordination with finance department to ensure all contracts and payment requirements on track
 Conduct field visits to follow up on payments as needed
 Develop and maintain the payment backup archive
3- Procurement and Logistics
 Raise procurement requisition as needed for implementing various program activities
 Coordinate with logistics department on supply chain purchases and distributions to IMC Offices
4- Miscellaneous Administrative Support
 Assist program team in preparing and implementing capacity building trainings
 Perform regular scanning, copying and filing of backup and office documents
 Perform other tasks as requested by line manager

Essential experience: 0-2 years of administrative experience at NGOs

Desirable experience: Experience in Health NGO or Hospital/Health Facility

Essential competencies: 

- Organizational Skills
- Communication Skills
- Ability to work under pressure
- Proficiency in Microsoft Office Suite (specifically Excel)

General specifications for all positions:

Experience in working closely with community members throughout a program cycle

Experience in or understanding of program accountability principles

Knowledge of, respect and empathy for the communities we are working with

Commitment to championing community and partner points of view

Strong understanding of the project cycle and of M&E systems

Good interpersonal and influencing skills

Non-discriminatory and readiness to involve men, women, girls and boys from diverse backgrounds, particularly the most marginalized segments of the community

Very good listening and facilitation skills – capable of managing and facilitating group discussions with program participants, local officials, partners and all levels of staff

Ability to mobilize people – to develop and maintain relationships with staff and communities to ensure their participation in International Medical Corps ways of working

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps.