Administrative Officer

Administrative Officer
Deadline for applications: Tuesday, February 28, 2017
Location: Bekaa- Lebanon
Working area: Bekaa
Job Description

Project Description

Four local civil society organizations, working with vulnerable communities in Lebanon, have come together in a collaborative developmental project entitled Khouyout. These four organizations are SAWA for Development and Aid, Kayany , Basmeh and Zeitooneh, and Women Now for Development. This project will utilize the expertise of all the organizations, in order to contribute to the advancement of local communities in the Bekaa Valley.

The project seeks to improve social stability between communities in Lebanon through a comprehensive and local approach to adults and children. To do so, activities will revolve around three pillars: (i)  support to children  (ii) life skills  for adults and young, (iii) protection support. Khouyout will adopt a comprehensive approach to services provision in the targeted areas, through two major elements: the first is the establishment of four community centers which will offer developmental services to both the refugee population and the local host community, and attached to each center, a mobile unit to reach out remote areas and informal settlements.


Job Description:

The Administrative officer is responsible for qualitative and timely follow up for all activities related to the logistics and administration department within the center, under the direct supervision of the Center Coordinator.

Responsibilities and Tasks

  • Procurement

-       supply all items required by the authorized staff of the base, in compliance with the project procurement procedures

-       provide feedback and guidance to the project managers regarding the procurement procedures and purchase files before submitting them to the Coordination

-       Edit, validate with concerned managers and follow all purchase files for the center, in coordination with the other centers and coordination.

-       Draft purchase and service contracts

-       verify, update and archive all purchase files

-       Prepare the Purchase Request follow-up at base level (weekly /monthly) and send for validation

-       compile, check and clean all procurement related archives prior to sending them to Coordination

-       Prepare procurement plan and update the existing ones with the concerned department


  • Warehouse, Assets and Facility Management

-        Develop procedures and guidelines for administrative and logistics operations.

-     Responsible for the supervision, monitoring, and detailed recording of all warehouse and stock movement activities requiring complete accuracy and timely delivery.

-     Ensure proper warehouse management. This includes storage space, condition, and the actual storage of stock.

-     Ensure maximum availability and implementation of controls and monitoring. mechanism for all logistics assets such as vehicles, generators, computers and all other technical items using fuel to maximize efficiency and ensure regular maintenance.

-     Prepare the driver and buses movement plan, ensure proper follow up of the student transportation procedures, and renew the vehicle insurance and registration documents.

-     Responsible for overseeing and monitoring asset management and updating asset list as required.

-     Prepare Stock Movement and Fleet reports, as well as a logistics reports.

-     Ensure good premises and facility management, this include developing premises access policy and authorization request, validating maintenance requests and following up the premises insurance policy.

  • Human resources

Conduct performance appraisals, ensure a proper attendance follow up and Solve team conflicts.

  • Financial and Accounting Management

-        Assist in the financial review of purchase requests and purchase orders to ensure compliance with EF policies and procedures, before proceeding with the approval of any payment.

-        On a regularly basis, check the availability of the remaining balance on each budget line and refer to the Center Coordinator if any line is fully used.

-        Advise and assist the Departments’ Managers at Center level with any related tasks (availability of cash, spending plans, cash forecasts) and provide related advices.

-        Establish in a monthly basis, the draft of the cash forecast and send it to the Center Coordinator for approval.

-        Assist the Finance Manager at the Coordination Office with the preparation of the monthly budget follow up and variance analysis.

-        Assist the Finance Manager at the Coordination Office with the preparation of the quarterly donor financial report.

-        Manage the Center-Bank relation and make sure that any communication with the bank must be copied by the Center coordinator and the Finance Manager.

-        Review the monthly closing by reviewing the coding of all the accounting transactions

-        Perform regular cash counts and spot checks for the petty cash custodian and report the discrepancies to the Center coordinator.


  • Perform any other task required by the center coordinator.
Experience required: Education degree: Bachelor Degree Field of education: Management/finance or equivalent technical degree
Arabic: Fluent English: Excellent French:
Submission guidelines: Please send your CV with "Administrative Officer Vacancy" in the subject line to
Cover letter required?
Contact information