Field Support Coordinator

Position Summary

The Field Support Coordinator provides cross-functional financial, procurement, administrative, logistical, and operational support to UPA's Lebanon field operations.

 

The position serves as a key field-level coordination point between the Field Director, Finance, Procurement, Administration, Programs, and UPA's implementing partners. The Coordinator is responsible for ensuring that financial and procurement processes are properly documented, reviewed, tracked, and followed through; that grant and reporting requirements are monitored; and that administrative, logistical, and operational needs are addressed in a timely manner.

 

The position will have particular responsibility for financial review and coordination and field procurement support, including reviewing partner financial documentation, supporting expenditure and budget analysis, collecting and analyzing supplier offers, preparing procurement documentation, coordinating procurement processes, and following up with Finance, Procurement, suppliers, staff, and partners.

 

The Coordinator will also maintain key trackers and calendars, proactively follow up on deadlines and outstanding actions, identify potential delays or issues, and escalate matters requiring management attention to the Lebanon Field Director.

 

The position requires strong organizational and analytical skills, attention to detail, sound judgment, persistence in follow-up, and the ability to coordinate effectively across multiple functions and with external partners.

 

Key Areas of Responsibility

• Financial Review & Coordination – 30%
• Procurement – 50%
• Grants Coordination – 10%
• Administration, Logistics & Operations – 10%

 

Roles & Responsibilities

 

1. Financial Review & Coordination

The Field Support Coordinator will work closely with both the UPA Finance and program teams, as well as coordinate with partner finance teams to support the review, coordination, and follow-up of financial reporting.

 

• Manage and track field petty cash, project expenditures, and other financial actions, including authorized disbursements, advances, liquidations, invoices, payments, reconciliations, and replenishment requests, ensuring proper documentation, timely follow-up, and alignment with approved budgets and UPA procedures.
• Review and monitor partner financial reports, expenditures, invoices, and supporting documentation, assessing budget utilization and identifying significant variances, discrepancies, missing documentation, reporting issues, or delays requiring follow-up or escalation.
• Coordinate with UPA Finance, partners, and relevant field staff on financial documentation, reporting requirements, payment status, deadlines, reconciliations, and other outstanding financial matters.
• Maintain organized financial records and an updated overview of financial requirements and outstanding actions across active Lebanon projects, and support the reconciliation and compilation of financial information for program, donor, partner, management, and internal reporting.

 

2. Procurement

The Field Support Coordinator will serve as the field-level procurement support focal point for Lebanon, working closely with UPA Procurement and relevant field staff to facilitate procurement processes from request through completion.

 

• Coordinate with program and operations teams to identify procurement needs, specifications, quantities, timelines, and required documentation.
• Support the preparation and submission of Purchase Requests and other procurement documentation in accordance with UPA procedures.
• Review procurement requests and supporting documentation for completeness and follow up with requesting staff to address gaps before submission.
• Follow up with suppliers regarding compliance documentation in accordance with UPA requirements.
• Identify and communicate with potential suppliers and vendors, as appropriate, and solicit quotations/offers in accordance with UPA procurement requirements.
• Collect, organize, and maintain supplier quotations, bids, and related procurement documentation.
• Conduct preliminary analysis and comparison of quotations/offers, including consideration of price, specifications, quality, delivery timelines, and other relevant criteria.
• Prepare quotation comparison sheets, offer analyses, and other procurement documents for review and approval by the appropriate authority.
• Coordinate procurement committee meetings, including scheduling, preparation of relevant documents, recording decisions, and drafting procurement committee minutes.
• Communicate with suppliers regarding quotations, clarifications, specifications, delivery schedules, documentation, and other routine procurement matters.
• Follow up with Procurement and relevant approval authorities on pending procurement actions and approvals.
• Maintain an up-to-date procurement tracker covering requests, status, responsible persons, expected completion dates, and outstanding actions.
• Track procurement processes from initial request through quotation, evaluation, approval, purchase, delivery, and closure.
• Coordinate with Finance and Procurement regarding purchase orders, invoices, payment documentation, and other requirements necessary to complete procurement processes.
• Maintain complete and organized procurement files, including all required procurement, supplier, delivery, and payment-supporting documentation, and ensure documents are properly uploaded and maintained in the designated UPA shared folders/file-sharing system, as required.
• Follow up on deliveries and coordinate with relevant staff to ensure goods and services are received and appropriately documented.
• Maintain complete and organized procurement files in accordance with UPA requirements.
• Identify and flag procurement delays, challenges, irregularities, or other concerns that may affect implementation to the Field Director and relevant Procurement staff.

 

3. Grants Coordination

The Field Support Coordinator will maintain an accurate overview of UPA's Lebanon grants, partner requirements, reporting deadlines, and key deliverables and will ensure timely follow-up with responsible staff and partners.

 

Grants & Reporting Tracking

• Maintain a consolidated Master Grants Tracker for all active and upcoming Lebanon grants and projects.
• Track grant/project name, donor, partner, grant value, start and end dates, responsible staff, reporting requirements, deliverables, and status.
• Maintain a consolidated Donor and Partner Reporting Tracker covering narrative reports, financial reports, partner reports, and other required submissions.
• Track and follow up on reporting deadlines and other key grant deliverables and provide reminders to responsible staff and partners in advance of deadlines.
• Monitor reporting status and flag upcoming, overdue, or at-risk submissions to management.
• Coordinate with Finance and program staff to ensure financial and narrative reporting requirements are aligned and addressed.
• Maintain organized grant and reporting documentation.
• Support the preparation and consolidation of information required for donor, management, or internal reporting.

 

Partner Coordination

• Serve as a key coordination point for routine financial, procurement, reporting, administrative, and operational follow-up with implementing partners.
• Communicate with partners regarding outstanding documentation, reports, financial requirements, procurement matters, and agreed deliverables.
• Track partner commitments, deliverables, and outstanding actions.
• Coordinate with Finance, Procurement, Programs, and other relevant UPA functions to address partner questions and requirements.
• Document key partner meetings, decisions, commitments, and follow-up actions.
• Identify recurring delays or challenges in partner submissions or coordination and flag them to the Field Director and relevant staff.

 

4. Administration, Logistics & Operations

The Field Support Coordinator will provide day-to-day administrative coordination to support the effective implementation of UPA's Lebanon activities.

 

Administration

• Coordinate the submission and processing of administrative documentation in accordance with UPA procedures.
• Support timely submission of staff administrative documentation, including timesheets and other required records.
• Support HR-related administrative processes as requested, including scheduling, documentation, and coordination.
• Maintain organized administrative records.

 

 

Logistics

• Coordinate logistical arrangements for field visits, meetings, trainings, workshops, distributions, medical missions, and other program activities.
• Coordinate transportation arrangements for staff, consultants, partners, and other authorized activities.
• Support travel arrangements, accommodation, visas, and related logistical requirements.
• Coordinate meeting venues, materials, catering, transportation, and other logistical requirements as needed.

 

Operations & Coordination

• Maintain an operational action tracker identifying key actions, responsible persons, deadlines, and status.
• Coordinate across Finance, Procurement, Administration, Programs, and partners where activities require action from multiple functions.
• Follow up on operational bottlenecks and support timely resolution.
• Prepare meeting agendas, take minutes, document action points, and follow up on agreed actions as required.
• Support the Lebanon Field Director, and the Lebanon Programs Manager, in coordinating cross-functional priorities and following through on decisions.
• Provide other operational and coordination support as required.

 

 

5. Tracking, Information Management & Follow-Up

A central responsibility of the Field Support Coordinator is to ensure that key field-level requirements are visible, current, assigned, and followed through.

 

The Coordinator will maintain and regularly update, as applicable:

• Master Grants Tracker
• Donor & Partner Reporting Tracker
• Financial Requirements Tracker
• Procurement Tracker
• Other management trackers as required

Qualifications

• Bachelor's degree in business administration, finance, accounting, operations, management, social sciences, or a relevant field.
• 5 years of relevant professional experience, preferably with an NGO, INGO, humanitarian organization, or other complex operational environment.
• Demonstrated experience in financial review and procurement are essential.
• Experience reviewing financial reports, invoices, expenditure documentation, budgets, or supporting financial records.
• Experience supporting procurement processes, including obtaining quotations, communicating with suppliers, comparing offers, and maintaining procurement documentation.
• Experience working with implementing partners and following up on financial, procurement, reporting, and administrative requirements.
• Strong Excel skills and experience maintaining trackers, databases, reporting calendars, and other information-management tools.
• Strong organizational and analytical skills, with demonstrated ability to manage multiple priorities and deadlines.
• Strong attention to detail and ability to identify missing information, inconsistencies, and potential issues.
• Demonstrated ability to follow up persistently and professionally with colleagues, partners, suppliers, and other stakeholders.
• Strong written and verbal communication skills.
• Excellent proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Familiarity with NGO financial, procurement, grants, or operational procedures preferred.
• Knowledge of the humanitarian/development context in Lebanon preferred.
• Experience working with Palestinian refugee communities and/or in refugee camps in Lebanon is an advantage.
• Fluency in Arabic and English required.

 

 

Core Competencies

• Financial & Analytical Skills
  Ability to review financial information, identify discrepancies or variances, and understand the relationship between expenditures, budgets, supporting documentation, and project requirements.
• Procurement Skills
  Ability to manage the practical steps of procurement processes, communicate effectively with suppliers, analyze offers, prepare documentation, and maintain complete procurement records.
• Organization & Attention to Detail
  Ability to manage multiple projects, deadlines, documents, and stakeholders while maintaining accurate and organized records.
• Coordination & Follow-Through
  Strong ability to coordinate across departments and ensure that outstanding actions are followed through to completion.
• Communication
  Clear, professional, and timely communication with staff, partners, suppliers, and external stakeholders.
• Problem Solving
  Ability to identify gaps, delays, and operational challenges and proactively work with relevant colleagues to address them.
• Accountability
  Takes ownership of assigned responsibilities and maintains accurate information and documentation.
• Proactivity
  Anticipates upcoming requirements and deadlines and takes action before issues become delays.
• Teamwork
  Works collaboratively across Finance, Procurement, Administration, Programs, and Operations.
• Confidentiality & Professionalism
  Handles financial, partner, personnel, procurement, and organizational information appropriately and professionally.

About UPA

UPA empowers Palestinians to improve their lives and communities through socially responsible and sustainable programs in health, education, and community and economic development.

United Palestinian Appeal (UPA) www.upaconnect.org is a 501(c) (3) New York-registered non-profit organization, with headquarters in Washington, DC, and works in the occupied Palestinian territories and refugee camps in Amman and Lebanon. Established in 1978 by Palestinian-American professionals, UPA was conceived as a non-political, non-sectarian organization that would help Palestinians meet their relief and development needs.

Application Process:

To apply, please send your resume (C.V.) and cover letter to employment@upaconnect.org by 23 September 2026.