Program Assistant

Job Title: Program Assistant (Full Time)Location: LebanonReports to: Country ManagerStarting Date: Immediately
General Description of PACES 
In response to the difficult circumstances in which the Palestinian children live, the Palestinian Association for Children's Encouragement of Sports - PACES - was founded in June of 2006 with the central aim of providing sports programs for Palestinian girls and boys, and creating sanctuaries that are both healthy and fun, and to contribute to the overall development of the communities involved.The central goal of PACES is the development of sports programs that will get the boys off the streets and therefore protect them from extremism and violence while getting the girls out of the home and into programs that empower them and contribute to their self–esteem. 
General Description of the Role: 
The Program Assistant (PA) is expected to carry out a full range of operational, office support, and administrative functions associated with PACES work and programs, including managing processes and monitoring schedules related to PACES’s team’s tasks. The PA shall work closely with PACES team members to contribute to the overall achievement of the program plan and objectives. The PA shall interact with PACES team to follow up and support various tasks when needed, and liaison with local partners to facilitate the work of the country manager and the team.As the PA acquires knowledge, skills and familiarity of the program, he/she will be expected to independently undertake diverse and complex work assignments.
Program Assistant Responsibilities & Main Duties:1. Provides support to the Country Manager and program team including participation and assistance to preparation and conducting of program activities, annual reviews and other relevant program meetings and events.2. Provides administrative and logistical support to the country manager and PACES team as requested.3. Manage communications between area supervisors, technical team and the Country Manager.4. Assists in organizing program’s activities/events (i.e. Fun Days, Minis Tournaments, Awareness sessions...etc), such as, prepare invitations, procurement list, invite participants, arrange for transportation, and participate in the implementation on the spot/field.5. Assists in the financial management of the program’s activities by generating brief financial reports, activities budget and procurement procedures.6. Establishes and maintains programs files in a systematic order. Archives closed files and7. Maintains accurate log of archive files, and maintain up-to-date unit files (both paper and electronic).8. Keeps list of names, addresses and telephone numbers of Program partners, beneficiaries and suppliers.9. Responsible for the follow up of the clubs’ agreements and documents according to PACES requirements and criteria.10. Prepares monthly plans activities to cover the PACES activities according to the action plan.11. Ensure technology is used correctly for all operations (video conferencing, Skype Conferences, presentations etc.) as and when needed.12. Responsible to follow up on the annual evaluation documents for all areas.13. Provides all kind of information that required by the country manager.14. Coordinate travel arrangements including air/hotel reservations, visa arrangements, etc.15. Coordinate schedules of activities concerning to the program’s plan, monitor changes, and communicate the information to the country manager and relevant team members.16. Conducts at least 5 field visits to PACES sports program in different areas, and as requested by the country manager17. Attend meetings, drafts minutes and ensures timely clearance and distribution18. Store’s inventory.
Essential Skills:• At least a Bachelor’s Degree in a relevant field from an accredited university.• Minimum of 1 year’s professional administrative experience, prior experience in any NGO is preferred.• Very strong organizational skills and the ability to manage a varied and changing workload.• Strong representational skills.• Strong report writing skills.• Excellent computer literacy with Microsoft Office applications, including Word, Excel and• Outlook, experience in budget tracking tools, PowerPoint and/or Access; Fluency both in written and oral Arabic and English.• Familiarity with sports programs for children will be an added value.
Personal Competences:- Able to work with little supervision, focused, well organized, detail oriented;- Able to prioritize work, multi-task and meet deadlines;- Strong interpersonal skills and flexibility, responsibility, integrity, team work, and self-motivated,- Preparedness to travel in the country and abroad.
NOTE: This job description only serves as a guide for the position available. PACES reserves the right to change this document whenever it is necessary.
Interested candidates are invited to send a cover letter, CV, and three references (preferably in English) no later than 05/10/2017 to [email protected] indicating the vacant position (Program Assistant - Lebanon) in the subject line.
Only shortlisted candidates will be contacted for an interview.