Project Administration Officer

Your mission

Working area: Beirut, Lebanon

Reporting: the position will be reporting to Project Coordinator

General Objective of the Job:

The Project Administrative Officer supports the efficient implementation of the project by ensuring smooth administrative, logistical, and financial processes, budget monitoring, procurement, reporting, coordination with partners and stakeholders, maintaining proper documentation, and assisting the Project Coordinator and team in adhering to organizational and donor requirements.

Position in the Organization:

The Project Administration Officer is part of the Program Implementation Department and reports directly to the Project Coordinator.

Detailed Job Description

Handling finances

• Support in the review and monitoring of the monthly project budget in coordination with the Project Coordinator to ensure that planned expenditures are accurately forecasted and processed in a timely manner.
• Prepares monthly payments for staff in the field.
• Follows up closely on monthly payments and cheque advances.
• Keeps track and monitors advances of partners.
• Weekly controls the budget to ensure proper expenditure of each budget line.
  
  

Result: Finances are handled in such matter that field staff are paid on time and according to precise documentation.

Handling Administration

• Develops and maintains a filing system of partners.
• Keeps track and monitor advances of partners and staff.
• Performs administrative tasks (photocopies, buying stationeries, scanning/faxing documents, minutes of meetings).
• Assists in preparation of monthly and completion reports.
• Prepares and submits bi-weekly reports to the supervisor on the date identified.
  
  

Result: Administrative tasks are handled in such a way that a filing system is in place reports are submitted on time.

Organization, Coordination and Management

• Support the development, implementation, and tracking of detailed project work plans and schedules.
• Organizes trainings, seminars, project opening ceremonies, hosting donors and beneficiary visits, site inspections, etc.
• Collaborates with field staff to follow up on activities according to War cChild targets.
• Manages procurement processes (stationary provision, utilities, purchases for all project activities).
• Updates and maintains information on computer database systems and in archives. Conduct some field visits.
• Develops, design, and improve work methods and procedures in coordination with the supervisor.
• Supports in collecting data for report writing.
• Maintain consistent and effective communication with project partners and relevant stakeholders to ensure smooth coordination and information flow.
• Ensure systematic planning, prioritization, and follow-up of assigned tasks in alignment with the overall project work plan.
• Participate in relevant meetings, ensuring comprehensive and well-structured minutes are documented and shared promptly.
  
  

Your profile

Necessary experience:

• Minimum of two to three year of relevant experience preferably within an INGO
  
  

Education level: Bachelor degree

Education field: Bachelor's degree in Management, Finance or a related field.

Required skills:

• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office, especially Excel.
• Fluency in Arabic and English (Spoken and Written).
  
  

Nice to have skills:

• Reporting experience
• Background in working with local partners and community-based organizations
• Cultural sensitivity and awareness.
• Ability to work well in a team and under pressure.
• Attention to detail and cost- consciousness.
• Flexibility and adaptability to changing circumstances
  
  

About Us

The War Child Alliance is an international non-governmental organization committed to providing psychosocial support, child protection, youth empowerment programming and quality education to the children affected by armed conflict. We implement evidence-based interventions to empower key stakeholders—including governments, educators, caregivers, and communities—to foster children's wellbeing, education, and self-determination. We work with global teams with team members being based in different locations. War Child is currently operates in: Afghanistan, the Central African Republic, Colombia, DR Congo, Germany, Jordan, Lebanon, the occupied Palestinian territory, South Sudan, Sweden, Syria, Uganda, Ukraine (soon to be registered), and Yemen. We also have offices in the Netherlands and the United Kingdom.

Learn more about War Child and our programmes https://www.warchild.net/

Safeguarding and Integrity

Our work with children and at-risk adults to keep them safe is the most important thing we do. We are committed to the safeguarding of children and vulnerable adults in all areas of our work. We have zero tolerance for any behaviours and practices that puts children and/or vulnerable adults at risk of abuse and/or harm. All (prospective) employees will be expected to be compliant with and sign up to our Child Safeguarding policy, our Code of Conduct and PSEA: Adults at Risk Policy. You can find the Child Safeguarding and Adults at Risk policy here: Integrity & Safeguarding - Home

Justice, Equity, Diversity and Inclusion (JEDI) and Belonging (DEIB)

We value diversity and inclusion and are committed to ensuring that all our people and job applicants are treated fairly, irrespective of where, what or whom they were born, or of other characteristics. We want to offer a safe and inclusive workplace where all our people, especially those who are currently marginalised or underrepresented, can be themselves at work. You can read our Justice, Equity, Diversity and Inclusion (JEDI) and Belonging (DEIB) policy on our website, and if you have any questions about our commitment to Justice, Equity, Diversity and Inclusion (JEDI) and Belonging (DEIB) do get in touch: [email protected]