Admin & Logistics Officer, Bekaa

DESCRIPTION: 

Job Title: Admin & Logistics Officer – Bekaa

Reports to: Projects Coordinator, Bekaa

Job location: Bekaa - Lebanon

Grade and level: 4.2

Annual Salary: Competitive annual salary based on our salary scale for Lebanese nationals

Contract Duration: Until December 2022 (with the possibility of extension)

Job Purpose

The purpose of this job is to have a new team member who will be enthusiastic and interested in growing with the programme. The Administration & Logistics Officer will support Alert’s projects in Bekaa. You will also oversee logistical management of key project activities, such as local event, conferences, trainings and research activities. This role involves carrying out monitoring and supporting the Projects Coordinator in Bekaa, to follow up with project partners, conduct field visits and support sub-contracting and compliance. You will be a skilled self-starter, who is impeccably organized and fluent in Arabic and English (French is a plus). You will have experience office administration and you will enjoy working with a team while also having the ability to work independently.

The post holder will support the organisation  in several  activities and trainings held in Bekaa as well as coordinate with Alert’s local partners a livelihood program for refugees and vulnerable host populations. Additionally, the role of the post holder is to maintain and consolidate Alert’s relations with local partners, authorities, consultants and influential people.

The post holder will report to the Project’s Coordinator and will coordinate and work closely with the Finance & Admin Officer in Beirut on the administrative and logistics work requirements.

Duties and Responsibilities

1. Partner engagement and consultant sub-contracting

• Support partners in developing, carrying out and integrating learning from MEL activities.
• Support projects staff to administer and monitor sub-grants to partners and contracts with consultants as allowed for within project budgets, ensuring compliance with internal Alert financial systems and donor accountability requirements.
• Providing overall coordination of the administrative side of the partner initiative which will involve working closely with local NGOs to ensure adherence to donor requirements, Alert policies (including Safeguarding policies) minute taking at management meetings.
• Conduct field visits, if needed for activities and local NGOs office .

• Any other tasks as may be reasonably required.

1. Project Administration & Implementation  

• Provide general finance and administrative support to projects staff and consultants as and when required
• Support on overseeing petty cash in Bekaa Office
• Maintain projects logframes, calendars, contact networks and stockholder mapping.
• Administer financial tasks related to projects implementation
• Review supporting documentation, ensure that all payments are duly signed, and documentation attached is sufficient;
• Support in arranging appointments/meetings (roundtables, dialogues, trainings, webinar etc.), also attend KII, FGD, taking notes and reporting
• Negotiating best value for money contracts with suppliers and office insurance policies.
• Managing computer equipment, office supplies and other project assets.
• Maintaining an inventory of all Alert assets in Bekaa
• Follow up on  payment deadlines and prepare payment schedule .

1. Logistical Support :

• Assist in preparing regular M&E activities with support in logistics and administration required for M&E activities
• Support projects staff with organizational aspects of project events (roundtables, dialogues, trainings, webinar etc.), call participant to ensuring smooth running of events. This includes booking hotels, meals, transport, and organization of cultural project accompanying project events etc.
• Ensuring procurement guidelines are met
• Ensure the effective recording, documentation, and filing of project activities, internal and external project meetings

Travel requirements

This post is based in Bekaa Lebanon, with travel to Beirut and other project implementation areas as required.

PERSON SPECIFICATION

ESSENTIAL REQUIREMENTS

Talents

At Alert, we have introduced Talent Management to our business model as we believe talented people are crucial to the success of our work.  We believe all individuals are talented and success comes in matching the right talents to the right roles. For this role, the skills, qualifications and experience listed below are important, but we believe that to be great in this job you are likely, first and foremost, to have a talent for communicating with men and women with diverse backgrounds, and strive to reach understanding and build consensus. 

This is what we will be looking for above all else.

A relevant degree at Bachelors’ level

A strong interest in learning how NGOs operate at the financial and administrative level

Administrative experience

Proven computer literacy (Word, Excel) in particular with spreadsheets (e.g. ability to use formula,

Meticulous attention to detail, particularly in regards of financial data management and takes pride in the quality of their work

Good writing skills in English and ability to communicate complex concepts simply

Good interpersonal skills, including team working and networking skills

Ability to work under pressure, with strict deadlines, and to prioritise clearly

Ability to interact and work with people from a range of cultural and intellectual backgrounds

Demonstrable community and understanding of safeguarding issues and policies.

Demonstrable commitment and understanding of data protection and data security issues

DESIRABLE REQUIREMENTS

Experience in project coordination, field-supervision, time-management and field reporting

Experience of organising events, logistics, etc.

SUMMARY TERMS AND CONDITIONS

Annual Salary

Competitive annual salary based on our salary scale for Lebanese nationals

Benefits

Private insurance and NSSF

Leave entitlement

25 days per year plus Lebanese statutory holidays

Notice period

One month on either side

Working hours

Full time staff are expected to work a standard 35 hours/week, with some flexibility around start and finish times to be agreed with the line manager. All staff are required to work core hours 10am – 4pm.