Project Assistant - G5

Introduction

Lebanon is currently facing a compounded crisis that is affecting the country’s social, political, economic, financial, and fiscal stability. Rising inflation and unemployment rates have led to a large increase in income vulnerability. Lebanon’s national social protection system is extremely weak, with significant policy, legislative and institutional gaps that leave large segments of the population without any support. In this context, while short-term and emergency measures are essential to provide immediate relief to thousands of people, a paradigm shift from the current fragmented social protection programs and measures into a universal, rights-based, and inclusive system is essential, in line with Lebanon’s international and national commitments.

The ILO supports Social Protection reforms through a range of development cooperation projects including an ILO/UNICEF/EU partnership on “Addressing life-cycle vulnerabilities through social protection – Establishing Social Grants in Lebanon”.

Under the direct supervision of the Social Protection Officer in Lebanon at the ILO office for the Arab States in Beirut and the overall supervision of the Social Protection Specialist, the incumbent will perform the following tasks:

Description of Duties

1. Assist in monitoring the development plans and priorities, reports and other relevant information of project implementing partners with a view of identifying potential areas for cooperation.

2. Provide programming and administrative support to activities undertaken by the implementing partners and prepare briefs, periodical reports and statistical data on status of project activities, to contribute to the preparation of technical and progress reports.

3. Draft correspondence, memoranda and reports on administrative matters from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.

4. Responsible for all administrative tasks, including logistical support to the project personnel, travel arrangements, visas, hotel reservation, etc and provide logistics arrangements for conferences, seminars, workshops and meetings.

5. Assist in the programming and preparation of budget estimates and expenditure forecasts by analyzing and monitoring the situation of resources as compared to planned activities.

Description of Duties (continued)

6. Maintain an overview of the financial situation of the project, to ensure that timely administrative support is provided in general and particular areas. Prepare budget proposals, budget revision, and rephrasing.

7. Assist the Lebanon social protection team in maintaining project financial transaction and reporting systems in accordance with the ILO financial rules and regulations. Prepare administrative and finance related briefing materials for the Social Grants team for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support to the Social Protection unit for the preparation of the submission.

8. Provide information to project’s Implementing Partners on ILO administrative and financial procedures. Inform the Social Protection unit of potential difficulties that may arise from the administrative and finance management capacity and competence of implementing partners to address the problem in timely manner. 

9. Provide interpretation and informal and formal translation.

10. Perform other duties as may be assigned by the Senior Social Protection Specialist.

Required qualifications

Education

Completion of secondary education.

Experience

Five years of progressively responsible clerical and administrative work, and some training in an administrative field. Proven experience of implementing technical cooperation projects and working effectively with government bodies in charge of policy making and with development partners would be an asset.

Languages

Excellent knowledge of English and Arabic

Competencies

In addition to ILO core competencies, job-specific competencies include:

• Knowledge of programme and budget and through understanding of wide range of administrative policies and procedures.
• Ability to work with word processing, spread sheet, web-browser, as well as other computer software packages required for work. Thorough knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems. Good knowledge of accounting principles and practices.
• Ability to prepare preliminary reports and to draft correspondence. 
• Good communication skills, both orally and in writing and ability to communicate with people in a polite, courteous and cooperative manner.
• Ability to organize own work and to work independently as well as work in a team.
• Ability to work under pressure and to meet the deadline.
• Must demonstrate responsible behaviour and attention to detail.