Admin and Logistics Officer

Un Ponte Per (UPP) is an Italian NGO established in 1991. It started its activities as “Un ponte per Baghdad”, in the aftermath of the first Gulf war, with the aim of organizing solidarity initiatives in support of the Iraqi civilian population. UPP missions expanded to include other Middle Eastern and Mediterranean countries. UPP aims at preventing armed conflicts, protecting human rights and supporting local civil society, especially in the Middle East, by promoting the nexus between its humanitarian, peacebuilding and development programs. UPP in Lebanon seeks to promote the principles of peace, human rights and solidarity among people and communities. For further information, please refer to our website: www.unponteper.it/en/

Un Ponte Per is looking for an Admin and Logistics Officer for UPP office in Beirut.

ROLE AND RESPONSIBILITIES

• Coordinate projects financial management ensuring UPP and donors financial requirements are met in an efficient and effective manner whilst assessing potential risks;
• Support registration of all the expenses according to UPP and donor procedures, template and its store on cloud also according to UPP paperless policy;
• Prepare financial documents and reports for HQ and donors ensuring accuracy and adherence to financial rules set within the given deadlines;
• Support UPP Project Managers (PMs) in the administration of the project, especially in the financial management, including local staff contracts definition, cashbook management and updating, bank reconciliation, procurements and financial reporting according to donor’s rules;
• Support the PMs in the preparation of the new budget proposals and forecast with specific inputs on the budgets;
• Prepare documents related to procurements following the indications of PMs, Head of Office and respecting UPP and donors procedures;
• Oversee bidding processes, solicit bids, quotations and tender documents, and participate in evaluation and selection of suppliers. Support all procurement transactions and analyze them for conformity with specified requirements. Prepare purchase orders and ensure authorization by the relevant staff;
• Assist in the preparation of technical aspects of the procurements and in the evaluation, when requested.
• Ensure compliance revision of all Logistics documentation upholding donor and UPP minimum standards;
• Ensure proper filing and archiving of all the relevant documentation.

ESSENTIAL REQUIREMENTS

• University degree in Business Administration / Management or equivalent working experience;
• At least 3-year professional work experience in Admin Log position in humanitarian sector;
• Experience of financial reporting and grant management with a range of external donors;
• Effective financial management skills and knowledge of finance systems and procedures;
• Knowledge of compliance and administrative procedures set out by the main institutional donors (EU, UN agencies etc.);
• Excellent capacity to work in team;
• Fluency in spoken and written English.

Personal Skills:

• Ability to take initiative, be proactive and maintain a solution-oriented approach;
• Ability to prioritize work and meet deadlines, while maintaining flexibility and a positive approach
• Determination and commitment to high quality standards;
• Excellent communication and interpersonal skills;
• Model and encourage active practice of the principles of neutrality, impartiality and fairness.

DESIRABLE REQUIREMENTS:

• Work experience in main donors funded project (EU, UN, USAID, AICS, etc.);
• Understanding of logistic and procurement procedure, including essential steps of procurement activities;
• Working knowledge of Arabic is an asset.

Un Ponte Per is an International NGO committed to diversity and inclusion within its teams, in line with the principle of non-discrimination. UPP encourages all candidates irrespective of gender, religion and ethnicity including persons with disabilities to apply and become part of the organization.

Ethical Conduct

UPP upholds all the minimum standards in terms of Ethical Conduct and strives to increase its standards over the minimum. Zero tolerance is reserved to Sexual Abuse and Exploitation and to Child Abuse, Violence, Harm, Injury and Negligence. By applying, any candidate assures that s/he has never breached any standard in terms of SEA and Child Safeguarding and that s/he will not in the future. For the protection of beneficiaries, communities and partners, UPP will conduct extensive reference check and vetting on shortlisted candidates, also over the contacts indicated by the candidate. Candidates are alerted that the required background check might compromise their privacy. Shortlisted candidates shall promptly provide an up-to-date criminal background check.