Admin and Communication Officer

Under the responsibility of the Project Director, and in coordination with the Programme Managers, the Admin and Communication Officer ensures the efficient functioning of the project administration, maintains public relations and is responsible for the overall administrative office organisation.

Admin related responsibilities:

• supervises the security and working condition of the office and its installations and instructs the support staff according to the needs and norms of the Foundation;
• maintains personnel files;
• settles and/or supervises the settlement of all sorts of administrative affairs with Lebanese authorities;
• collects, documents and regularly updates all relevant information (regulations, procedures, contacts and steps undertaken) in this respect;
• supports the Finance Officer with payments of service providers and accounting, according to current rules and procedures; this may include required translation;

Communications related responsibilities:

• oversees and ensures the adequate announcement and timely dissemination of any and all FES activities to targeted audiences and/or the greater public, and the publication and distribution of outcomes and results of such activities;
• keeps planning documents updated accordingly;
• supervises the layouting, regular upload and updating of all publications and public relation material on the FES website and any social media channels according to FES corporate identity, norms and communication strategy;
• promotes relevant publications and social media content in suitable ways on national and international levels;
• maintains and develops an image database of relevant photos, images, illustrations and icons that can be used for publications;
• develops and maintains distribution channels for FES publication and other printed material in coordination with Program Managers and regularly updates information related to outlets.

Programme related responsibilities:

• schedules and organizes any and all FES activities assigned to him/in cooperation with the Program Manager in charge;
• evaluates the quality of services used to implement those activities with regard to their continuous improvement;
• assists in sourcing of services, service providers, goods and material according to established needs;
• collects, prepares and hands over to the respective person in charge any and all information and documents, both physical and electronic, required for filing and accounting according to current rules and procedures; this may include required translation;
• maintains project files and files mail, correspondence and physical as well as electronic documents and databases according to current rules and regulations;

Required Profile

Highly motivated individual with a minimum of three years of work experience in business or non-profit sector management or public relations as an office assistant, office administrator, and handling communications-related responsibilities; preferably with a University Degree, preferably in Business Administration, Non-Profit Management, Marketing or Communication Studies, and a passion for promoting FES’ projects,  creating relevant content, and community participation; meeting the following criteria:

• Self-directed multi-tasker with strong programme management and organizational skills, ability to prioritise and perform duties with an attention to detail in a fast-paced environment with a problem-solving attitude;
• Solution-focused team player; team player with the confidence to take the lead and guide other employees when necessary;
• Ability to establish and maintain efficient relationships with colleagues, partner organisations, public and government personnel, as well as service providers;
• Outstanding communication skills; excellent written and verbal skills in Arabic and English, preferably French, knowledge of German is an asset;
• demonstrated creativity and proficiency in content marketing and publishing;
• comprehensive operational knowledge and understanding of social media platforms, their respective participants, and how each platform can be deployed;
• Proficiency in relevant IT and software application including social media, website management and database systems;
• Commitment to mission of FES and the values of social democracy;
• Ability and willingness to travel and attend FES’ activities outside the duty station if necessary, even after regular working hours or on week-ends.

Conditions

Status: local employee with fixed-term contract (according to the duration of the project, extendable in case of continuation of the Foundation’s project activities in Lebanon).

Contract Type: Full-time 

Beginning: Late July/Early August 2021; a probation period of three months applies.

Duration: commitment for 1.5 years (extendable).

Job location: Beirut, Lebanon