Part-time Administrative Coordinator

Introduction

The Cooperative of Native Tree Producers of Lebanon L.L. (Hereafter referred to as CNTPL) is a cooperative registered at the Ministry of Agriculture (Coop register No. 1/1753). The CNTPL members are owners and managers of 10 nurseries distributed geographically across the country, all producing high quality native tree seedlings following international standards and protocols for seedling production.

Purpose of the job

CNTPL seeks a Part-Time coordinator to be able to:

• Follow up on the administrative tasks of the cooperative;
• Undergo the financial tasks of the CNTPL sales and orders;
• Manage the social media platforms and promote the CNTPL products.

Reporting

The employee will report to the CNTPL president all the minutes of the conducted meetings and all the tasks he will conduct.

Administrative tasks – 4 days per month

• Call for a monthly CNTPL board meeting on the WhatsApp group and send an invitation by email;
• Coordinate the location, date and agenda of the meeting on the WhatsApp group;
• Prepare the meeting agenda and sign-up sheet;
• Write the minutes of the meetings and share them with all the members by email after the meeting;
• Meet on monthly basis with the financial and admin representatives of CNTPL;
• Receive CNTPL orders and assign them to the corresponding nurseries for follow up between the customer and the nursery manager;
• Follow up with the CNTPL members to update the quantities of the inventory on the seedlings spreadsheet.

Financial tasks – 14 hours per week max

• Follow on the financial workflow papers needed for orders received to CNTPL including Sales Order, Quotation, Purchase Order, Sales Invoice, Delivery Note, Receipt Voucher and Payment Voucher;
• Prepare and continuously maintain a filing system for all the above financial paperwork;
• Collect invoices from the CNTPL nurseries and prepare corresponding payments;
• Follow up on quarterly basis for the preparation of quarterly financial statements;
• Registering all the expenses (data entry) into the accounting software system;
• Prepare monthly bank reconciliation and cash reconciliation;
• Coordinate with the financial auditor to submit the yearly financial declarations to the official entities.

Marketing and Social Media tasks

• Follow up on the orders received through the CNTPL website and social media pages;
• Update the social media pages with posts on regular basis following the social media strategy;
• Implement and follow up on the branding and marketing strategy as per the guidance of CNTPL.