Position Overview:
The Dirasa and Makani Programs aim to provide flexible, inclusive, and quality learning opportunities for out-of-school children and adolescents across Lebanon. Implemented in private and semi-private schools as well as community centers, the programs offer tailored learning pathways and retention support for learners. Within this framework, the Programs and Field Implementation Assistant will provide day-to-day administrative, operational, logistical, coordination, documentation, and field support to ensure the effective implementation of assigned project activities.
The position combines office-based project support with field-based implementation support. The candidate t is expected to work flexibly between the World Learning Lebanon office in Beirut and project locations, depending on the operational requirements and scheduled activities of the assigned program (s).
The position requires a high level of organization, responsiveness, coordination, attention to detail, and willingness to support project activities both in the office and in the field.
Importantly, field assignments are determined by actual project and operational needs and should not be considered an alternative to office attendance. When the employee is not assigned to field activities, trainings, meetings, site visits, distributions, monitoring activities, or other approved off-site assignments, the employee is expected to report to and work from the World Learning Lebanon office in Beirut during regular working hours.
Key Responsibilities
1. Project and Administrative Support
- Provide day-to-day administrative and operational support to assigned project staff and project management.
- Assist with the planning, preparation, coordination, and follow-up of project activities.
- Maintain organized project files, records, correspondence, forms, attendance sheets, activity documentation, and other project-related documents.
- Prepare, compile, scan, file, and organize project documentation as required.
- Support the preparation of meeting materials, agendas, attendance sheets, activity documents, presentations, and other project materials.
- Assist in tracking project deadlines, activity schedules, deliverables, and pending actions.
- Follow up with relevant colleagues, consultants, vendors, partners, and other stakeholders on assigned actions.
- Support the preparation and submission of routine project documentation in accordance with World Learning policies and project requirements.
- Assist with data entry, document formatting, filing, and updating project trackers and databases.
- Ensure that project records are complete, accurate, properly organized, and readily accessible.
2. Field Implementation Support
- Support the implementation of project activities at schools, training venues, community locations, partner premises, and other field sites.
- Travel to field locations as required by the assigned project and operational needs.
- Assist with the logistical preparation of trainings, workshops, meetings, distributions, events, assessments, monitoring visits, and other project activities.
- Support registration, participant coordination, attendance tracking, distribution of materials, and other on-site requirements.
- Coordinate with field teams, project staff, partners, schools, beneficiaries, vendors, and other stakeholders as instructed.
- Assist with the delivery, collection, distribution, transportation, and proper handling of project materials and supplies.
- Verify that required materials, equipment, supplies, attendance sheets, forms, and other documents are available at activity locations.
- Support field teams in ensuring that activities are conducted according to approved schedules and instructions.
- Document field activities through attendance records, activity reports, photographs, checklists, delivery notes, and other required documentation.
- Report any operational, logistical, or implementation issues identified in the field to the relevant supervisor promptly.
- Assist with follow-up actions arising from field visits and activities.
3. Logistics and Operations Support
- Assist with arranging venues, transportation, equipment, supplies, refreshments, materials, and other logistical requirements for project activities.
- Coordinate with vendors and service providers as instructed by the supervisor or project team.
- Support the preparation and movement of project materials between the office, warehouse, vendors, and field locations.
- Assist with checking quantities and condition of materials received or distributed.
- Maintain appropriate documentation related to deliveries, distributions, transportation, and other operational activities.
- Support inventory and stock tracking when required.
- Assist with ensuring that project materials are properly stored, labeled, transported, and distributed.
- Immediately report shortages, damages, discrepancies, delays, or other logistical concerns.
4. Coordination and Communication
- Maintain regular communication with project team members regarding upcoming activities, field assignments, pending tasks, and operational requirements.
- Coordinate effectively with colleagues from Programs, Operations, Finance, HR, Procurement, and other relevant functions.
- Communicate professionally with external stakeholders, including partners, schools, trainers, consultants, vendors, community representatives, and service providers.
- Respond to assigned requests in a timely and professional manner.
- Escalate issues that require management attention without unnecessary delay.
- Maintain clear records of follow-up actions and outstanding matters.
5. Data, Documentation and Reporting
- Collect and organize project information and supporting documentation from field activities.
- Enter and maintain accurate information in project trackers, databases, spreadsheets, and other systems.
- Assist with compiling activity statistics, attendance information, distribution records, and other project data.
- Review documents for completeness and accuracy before submission.
- Support the preparation of routine activity summaries and field reports.
- Ensure that original documents and supporting records are properly filed and retained in accordance with World Learning procedures.
- Protect confidential project and participant information and ensure that documents are handled appropriately.
6. Monitoring and Quality Support
- Support project staff during monitoring visits and implementation follow-up.
- Assist in verifying that activities are implemented according to approved plans, schedules, and instructions.
- Identify and report operational or implementation gaps observed during field activities.
- Assist with collecting feedback and relevant information from participants and stakeholders.
- Support corrective or follow-up actions assigned by the supervisor.
- Contribute to maintaining the quality, consistency, and timely delivery of project activities.
7. Compliance and Professional Responsibilities
- Comply with World Learning policies, procedures, safeguarding requirements, code of conduct, security protocols, and applicable project rules.
- Maintain confidentiality of organizational, project, financial, personnel, and participant information.
- Ensure professional and respectful interaction with colleagues, partners, beneficiaries, and other stakeholders.
- Follow approved instructions, reporting lines, and authorization procedures.
- Immediately report any safeguarding, security, compliance, operational, or ethical concern through the appropriate channels.
- Demonstrate professionalism, reliability, punctuality, and accountability at all times.
- Perform other reasonable duties related to the position as assigned by the supervisor.
Duty Station & Work Location
Primary duty station: World Learning Lebanon Office, Beirut.
The position combines office-based and field responsibilities. The employee will travel to project sites and other locations within Lebanon as required by project activities. When no field assignment or approved off-site activity is scheduled, the employee is required to work from the Beirut office during regular working hours. Remote work or work from another location is only permitted with prior supervisor approval and in accordance with World Learning policies.
The employee is expected to remain flexible regarding work location and support office-based preparation, documentation, reporting, coordination, and follow-up before and after field activities. Field assignments may vary in frequency and duration depending on project needs.
The operational nature of this position means that the employee's schedule and work location may change according to project activities; however, when no approved field assignment is taking place, the employee's default place of work is the World Learning Lebanon office in Beirut.
Qualifications and Experience
- Bachelor’s degree in business administration, Management, Social Sciences, Education, Development Studies, or a related field is preferred.
- 3-5 years in project administration, project support, field operations, logistics, community engagement, education programs, NGO programs, or a related field is preferred.
- 3-5 years’ experience supporting trainings, workshops, distributions, field activities, or community-based activities is an advantage.
- Strong organizational and administrative skills.
- Good written and verbal communication skills in English and Arabic. French is an advantage where relevant to the assigned project.
- Good working knowledge of Microsoft Office, particularly Word and Excel.
- Ability to maintain accurate records and work with spreadsheets and databases.
- Ability and willingness to travel to project locations as required.
- Ability to work both independently and as part of a team.
- Ability to work under pressure and manage competing priorities while maintaining attention to detail.
The commencement of this position is subject to the availability of donor funding. The position start date will be confirmed upon receipt and approval of the relevant funds.
