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Helmholtzstraat 61 G
1098 LE Amsterdam

Program Administrative Coordinator

Vacancy information

Work area


Level of education




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At the moment we are looking for a:

Program Administrative Coordinator

From05-11-2018 Locationna Hoursna Educationna


Result areas


  • Organizes seminars, programme opening ceremonies, hosting donors and beneficiary visits, site inspections, etc.
  • Supports in submitting internal and external reports on time and that they are of high quality reflecting all programme aspects;
  • Supports implementation team to conduct the activities in line with the proposed programme plan and timeframe;
  • Develops, designs, and improves work methods and procedures in coordination with the supervisor;
  • Represents WCH Lebanon in relevant working groups and other coordination platforms as requested by the Senior Program Manager;
  • Processes PFAs, MoUs or any partnership agreement for implementing partners;
  • Schedules, tracks and manages follows up on  Partner Assessments;
  • Adheres to War Child-Lebanon policies and standards;



  • Prepares payments for all related meetings and workshops  
  • Continuous budget monitoring with Project Administrative Assistants to ensure expenditure  are on track
  • Revises ledger received from finance and support in budget forecast;
  • Ensures that available budgets are well managed and spent according to agreed plans and donor requirements;


Procurement & Logistics

  • Develops and maintains a filing system of partners as well as information on programme records and develop an e-filing system and in archives;
  • Prepares correspondence / informative letters / formalities for third parties;
  • Ensures requested services and items are well received to locations and they meet WC-L standards;
  • Provides logistics team with team logistic needs prior to each week for proper arrangements;


Result: Programme operational aspects are handled and well managed in such manner that all programme activities are conducted on time with the proper documentation, relevant allocation and WC-L policies and standards are integrated in all programme implementation aspects.


Organization, Coordination and Management



  • Coordinates with the  teams for planning the competency building of implementing partners staff;
  • Regularly communicates and coordinates with all partners in the field;
  • Supports implementing partners in competency building as may the partnership assessment may identify needs and coordinate with the concerned unit further support is delivered;
  • Coordinates with the finance team in order to proper expenditure of each budget and proper spending of the overall fund;
  • Coordinates with WC projects, for most effective activities integration within same theme projects and proper tracking of overlapping beneficiaries with different themes projects:
  • Coordinates with different WC projects for various project implementation aspects (field staff, same financial contributions for locations…)


Result: all programme implementation aspects are well organized, coordinated and managed, in a way to ensure, the workflow is in line with WC-L standards and vision and relevant to needs raised by the beneficiaries.


Knowledge and Experience


  • Degree in Management or similar degree with experience in finance or accounting;
  • Experience in managing budgets;
  • Experience working with partners;
  • Knowledge and experience of programme and/or project management in complex multi-donors funds;
  • Minimum of  2 year experience in similar positions with an NGO;
  • Preferably previous experience working with children/refugees/vulnerable populations



Skills and Competencies


  • Attentive to detail and cost-conscious with strong follow up;
  • Strong planning and organisational skills;
  • Problem solving and result-oriented;
  • Excellent Excel Skills
  • Knowledge and experience in M&E is a plus;
  • Flexibility including flexibility to travel in the field;
  • Team oriented, with ability to work efficiently independently;
  • Proficient computer skills,
  • Fluency in Arabic and English;
  • Strong communication skills;
  • Cultural sensitivity and tolerance;
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