Project Administrator

The Swiss Cooperation Programme Middle East 2019-2022 has defined the Water and Sanitation Sector as one of the four pillars of intervention. Thus, the Embassy of Switzerland, through the Swiss Cooperation Office (SCO) Beirut will contribute to an improved access to water and sanitation services in Lebanon at the central and regional level through different modalities. One of these being the direct action in the Bekaa Valley. The project staring its second phase will be implemented over a four year period in close collaboration with the Bekaa Water Establishment (BWE).

The projects approach is based on the “Theory of Change” that by strengthening the management capacities of the BWE towards efficient business procedures, efficient workflows, and customer orientation, the service provision by BWE will improve. This will lead that “the host communities and the Syrian refugees in the Bekaa Valley benefit from safe, affordable and equitable access to well-managed drinking water and sanitation services, and less water-related conflicts”. The Bekaa Water Management Project (BWMP) is designed along two complementary components:  1) Improved Organizational Management, and  2) Improved Infrastructure and Resource Management.

The local team is being reinforced to implement the challenging activities of the project and will be based at the SCO Project Office in Zahle.

Federal Department of Foreign Affairs (FDFA) is seeking a Lebanese Economist/Financial specialist with strong technical knowledge and intensive experience in economic analysis and financial management of public utilities, including planning and implementing financial processes to support the elaboration of financial processes and reports for the BWE management to make informed decisions on organizational efficiency. A good knowledge of the context and the stakeholders in the Bekaa valley is an asset.

Tasks include but are not limited to:

Assist the Swiss experts in the following issues:

Finance at Project Office

• • Create and use financial and statistical tools and reports.
  • Responsible for the management of the petty cash incl. supervision of liquidity management.
  • Ensure transactions are properly recorded and entered into the accounting system.
  • Prepare/review documents (according to FDFA rules) for all payments.
  • Assist in regular updating of the annual project budget and inform supervisor accordingly.
  • Independently prepare financial documents (Release of Payment) based on checklist and in close collaboration with Finance/Admin Officer in Beirut.
  • Maintain financial records as per Internal Regulation on Record Management.
  • Assurance of a functional Internal Control System (ICS) and compliance in the fields of finance, logistics and administration.
  • Upon request of the supervisor, participate in monitoring and review visits of partner field offices, establish reports of observations with focus on administrative and financial risks (in close collaboration with office Beirut).

Administration & Logistics

• • Assist in the daily running of the Project Office Zahle, incl. maintenance of the office infrastructure and procurement of office items (stationary, kitchen and cleaning supplies).
  • Control and maintain the inventory of the office and the expat apartment in Zahle.
  • Safekeeping of FDFA assets.
  • Assist in procurement and tendering procedures of goods and services.
  • Independently establish purchase orders above the threshold, to be sent to Finance and Admin section at SCO Beirut.
  • Establish contracts and contract amendments according to FDFA-standards and enter them in SAP.
  • Assist colleagues in the administration of their daily tasks.
  • Assist and support supervisor in all administrative tasks.
  • Manage, organize, and update relevant data using database applications.
  • Adhere to and secure the implementation of FDFA rules and instructions.
  • Assist in administration and logistics to experts on mission to the project. 
  • Prepare, organise and follow up on workshops, missions, trips and meetings.
  • Operate, maintain IT and communication equipment, in particular he/she is responsible for regular back-up of server.
  • Maintain and control filing system at the Project Office Zahle.
  • Ensure maintenance of the security reserve (food and fuel).
  • Coordination of the driver and transport requests.
  • Coordinate maintenance and repairs of fleet, assuring safety of passengers.

Project implementation

• • Execute economic analysis at BWE as requested by the partner.
  • Propose improvements on the financial processes at the partner’s institution, complying with national laws and standards.
  • Together with the project engineer, propose integration of financial processes into the overall ERP at BWE.
  • Contribute to the establishment of a transparent and efficient bill collection system within BWE.
  • Assess and propose organizational changes related to the flow and processing of financial information.
  • Develop and implement capacity-building events on economic analysis and financial processes for concerned staff of BWE.

Reporting and Site Correspondence:

• • S/he shall report directly to the Swiss expert in charge of the project. S/he shall also cooperate with the National Programme Officer WASH at the Swiss Cooperation Office in Beirut.
  • Maintain records of completed works.
  • Attend regular meetings with contractors and other third parties as needed.
  • Maintain records of the contractors’ activities, plant and labour.
  • Prepare, dispatch, and receive correspondence.
  • Develop and prepare progress reports (monthly bases)

Competencies

• • Highly motivated team player
  • Open minded and interested in the humanitarian context with strong ability in Conflict Sensitive Project Management (CSMP) and Public – Private Partnership (PPP).
  • Excellent diplomatic and communication skills as well as team spirit.
  • Ability to handle multiple tasks simultaneously and accurately.
  • Willingness to work long hours during periods of peak work.
  • Good reporting skills.
  • Priority will be given to applicants residing in the Bekaa Valley.
  • Willing to travel to the project sites and to SCO office in Beirut.
  • Mobile with a valid driver’s license.

Education and Knowledge:

• • University degree or Masters in the field of Economics or Finance.
  • Good analytical skills.
  • Excellent organizational, managerial and administrative skills.
  • Knowledge of organizational processes in a government utility are an asset.
  • Attention to details.
  • High degree of reliability, discreteness, efficiency.
  • Fluency in English and Arabic (mother tongue), French or German are an asset.
  • Good interpersonal skills and team spirit.
  • Excellent computer skills – Microsoft Office, knowledge of SAP is an asset.
  • Ability to identify priorities, proactivity, honest and punctual.
  • Fast learner.
  • Demonstrates a client-oriented approach, high sense of responsibility, courtesy, tact and the ability to work with people of different nationalities and cultural backgrounds.

Experience required:

• • 5 to 8 years work experience in elaboration of financial processes, economic analysis of organizations.
  • 3 years’ experience, preferably in a national or international organization and/or government utility.
  • Experience and knowledge of institutional, legal and environmental aspects related to public utilities.
  • Solid experience in Administration and Logistics, Office Management.

Only short listed candidates will be contacted.

Period: The planned duration for the assignment is for max 48 month, until (31.12.2023).