Closely Liaising with Relevant Project Manager Regarding the Project Brief and Deliverables

Role Title
Project Support Officer
Role Information
Role Type / Pay Band / Location / Duration / Reports to:
Replacement / H / Beirut-Lebanon / Two Years / Society Project Manager
Role purpose
To support in the financial, administrative and logistics of the implementation of education and society projects, liaising with key stakeholders, suppliers and wider target audience in Lebanon to meet the project’s objectives.
About us
The British Council is the UK’s international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with – changing lives by creating opportunities, building connections and engendering trust.
We work with over 100 countries across the world in the fields of arts and culture, English language, education and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body.
Geopolitical/SBU/Function overview:
The post holder will be responsible for supporting relevant Project Managers in the management and delivery of the British Council Projects. S/he will be the focal contact for internal and external stakeholders regarding procurement, logistical support of activities and events. Therefore, s/he is required to demonstrate excellent customer service, communication, entrepreneurship and team working skills, as well as administrative and organisational competencies in full compliance with British Council corporate standards in finance, IT, procurement, customer service and HR policies and standards.
Main opportunities/challenges for this role:
Working closely with colleagues across British Council (regionally and locally), the team is responsible for ensuring the quality and consistency of projects and programmes, meeting the expectations of contractors and partners. This includes: managing all aspects of delivery, compliance, risk and finances across the portfolio.
Main Accountabilities:

Closely liaising with relevant Project Manager regarding the project brief and deliverables.
Reporting on key milestones and where risks are emerging in the projects in relation to logistics, procurement and payments
Finalising and delivering all arrangements within an agreed time frame.
Collecting and analysing Scorecard data where appropriate.
Supporting in project budget management and reporting actual and anticipated expenditure to Project Manager.

Finance and compliance

Provide financial management support including the effective use of SAP, raising PO’s, journals and creating vendors
Invoicing and maintaining financial files and records
Supporting the project Manager to record budgets and provide management reporting information as required
Provide planning and re-forecasting support for the project manager
Follow up procurement and financial procedures to be compliant with British council and donor requirement
Ensure a good information management of the project documentation and appropriate filing on the database and collaboration sites.

Events and meetings

To provide supportin events and workshop planning: follow up on procedure, ensure efficient and timely booking of venue, flights and accommodation arrangements as necessary, organising hospitality, transport, accommodation, marketing materials and management of external speaker requirements therefore contributing to the successful running of events.

Communication and customer service

To be responsible for internal and external project communication, including responding to internal and external enquiries: preparing Letters to ministries or partners, following up with them on reports,
To support sharing Project information locally and regionally by supporting in the update of the calendar, sharing information about the project.

Key Relationships:
External stakeholders include:

Ministries, INGO, NGO, school principals, teachers, suppliers (hotels, taxi companies, restaurants, travel agencies, etc.)

Internal stakeholders include:

Programme Director
Assistant Programme Director
Project Managers and widerProgrammes team
Cross-departmental teams (Marketing and Communications, Finance and Resources, Customer Service and Exams).
Country Director

Role Requirements:
Threshold requirements: / Assessment stage
Passport requirements/ Right to work in country / Post holder must be eligible to work in Lebanon. When required, successful candidate needs to secure, at his/her own cost and liability, the appropriate work and residency permits and any other required document, as well as any renewals thereof, from the Lebanese competent authorities. / Shortlisting
Direct contact or managing staff working with children? / Yes/No
IF YES. Appropriate police check / N/a
Notes / Hours are variable according to events and can include evenings and occasional weekends. The role includes representing the British Council at external events where appropriate. On certain days it may be necessary to work longer hours to cater for key deadlines.
Person Specification: / Assessment stage
Language requirements (DELETE IF NOT APPROPRIATE)
Minimum / essential / Desirable / Assessment Stage

Written and spoken English at Proficiency Level (B2)
Fluent in written and spoken Arabic. Able to write official letters to Ministries and relevant partners

/ Good command of written and spoken French / Shortlisting
Qualifications
Minimum / essential / Desirable / Assessment Stage

University degree or proven relevant experience

/ Shortlisting
Role Specific Knowledge & Experience
Minimum / essential / Desirable / Assessment Stage

Project Management Skills -level 1

Financial planning managementLevel 3
2 years’ experience in administrative/project support role at local and/or international organisation
2 years’ experience in project management

/ Shortlisting
Role Specific Skills (if any) / Assessment Stage
Shortlisting AND Interview
British Council Core Skills / Assessment Stage

Managing projects (Level 1)

Follows project management disciplines
Works with project management systems and procedures, and has a track record of compliance with them as a project team member.

Planning and organising (Level 1)

Is methodical
Able to plan own work over short timescales for routine or familiar tasks and processes.

Managing finance and resources (Level 3)

Supports budget management
Monitors and controls an agreed budget within a defined area, producing reports and analyses and contributing to planning

Using technology (Level 1)

Operates as a basic user of information systems, digital and office technology
Able, with adjustments if necessary, to use office software and British Council systems to do the job and manage documents or processes.

Communicating and influencing (Level 1)

Communicates clearly & effectively
Listens to others and expresses self clearly, with grammatical accuracy and awareness of a diverse audience in speaking and writing. / Shortlisting AND Interview
British Council Behaviours / Assessment Stage

Connecting with others: (Essential)

Making regular opportunities tounderstand others better

Working together: (Essential)

Establishing a genuinely common goal with others

Making it happen: (Essential)

Delivering clear results for the British Council

Shaping the future:(Essential)

Looking for ways in which we can do things better

Being accountable (More Demanding)

Putting the needs of the team or British Council ahead of my own

Creating shared purpose: (Essential)

Communicating an engaging picture of how we can work together / Interview
Interview
Interview
Required for the role but not assessed during the application stage
Interview
Required for the role but not assessed during the application stage
Prepared by: / Date:
Norma Wakim, Programmes and Partnerships Director / 22 February 2017
1 / [Insert job title] | [Insert date prepared] | The British Council