Administrator Officer Position

Position Title: Administrative Officer

Residence: Ain, Labweh, Jdeideh, Ras Baalbeck, or surrounding areas

Work Location: Peace of Art’s Ain Space

Type: Full-time

Application Deadline: 31 August 2024

About the Role: We are seeking a highly organized, detail-oriented Administrative Officer with strong communication and writing skills to join our team. The ideal candidate will have a background in information management, accounting, communication, and a strong command of various office tools and software.

Key Responsibilities:

- Administrative Support: Provide comprehensive administrative assistance including scheduling meetings, organizing files, managing office supplies, and ensuring smooth office operations.

- Document Management: Strong archiving skills, maintain and organize records, ensuring they are accurately filed and easily retrievable.

- Data Handling: Perform enumeration, data collection, and analysis, ensuring the accuracy and integrity of the data collected.

- Communication: Draft, edit, and proofread documents, reports, and articles with strong English written skills. Respond to emails and manage communication effectively and very professionally.

- Information Management: Assist in maintaining databases for tracking information, ensuring that all data is up-to-date and accessible.

- Accounting Support: Assist with basic accounting tasks such as managing invoices, and tracking budgets.

- Office Software: Ensure excellent management of Microsoft Excel, Word, PowerPoint, Spreadsheets, and Google Docs for document preparation, data management, and presentations.

- Evaluation Skills: Assist in project evaluation, tracking progress, and reporting on outcomes.

- Article Writing: Prepare well-researched articles, newsletters, and other content for internal and external communication.

- Meeting Coordination: Organize and coordinate meetings, prepare agendas, take minutes, and follow up on action items.

- Accurate Statistical Work: Collect, analyze, and interpret data with high accuracy, ensuring reliable statistical outputs.

- Presentation Skills: Create and deliver impactful presentations in both English and Arabic, tailored to diverse audiences.

- Public Speaking: Delivering presentations, and communicating complex ideas clearly in both English and Arabic.

- Time Management: Effectively prioritize tasks and manage time to meet deadlines while balancing multiple projects and responsibilities.

- Customer Service: Manage interactions with clients, suppliers, and stakeholders, ensuring a positive experience and resolving issues promptly.

- Project Management: Assist in planning, executing, and overseeing projects to ensure they are completed on time and within budget.

- Editing and Proofreading: Bring high attention to detail in reviewing documents for accuracy, grammar, and style, ensuring polished final outputs.

- Training and Development: Assist in training staff on office procedures, software tools, and best practices to enhance team capabilities.

- Event Planning: Coordinate logistics for company events, workshops, and conferences, ensuring all details are managed efficiently.

Qualifications:

Experience:

- Proven experience of at least 2 years in a similar administrative role, with a background in office management, information management, or accounting.

- Experience in data collection, analysis, and statistical work, ensuring high accuracy in data handling.

Education:

- A bachelor’s degree in Business Administration, Information Management, Accounting, or a related field is preferred.

Language Proficiency:

- Strong written and verbal communication skills in both English and Arabic, with the ability to draft, edit, and proofread documents professionally.

- Comfortable with public speaking and delivering presentations in both English and Arabic.

Technical Skills:

- Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and advanced knowledge of Google Docs, Spreadsheets, and other relevant software.

- Strong research skills with the ability to gather, analyze, and present data effectively.

- Excellent document management and archiving skills, ensuring efficient organization and retrieval of records.

Communication & Writing:

- Strong article writing skills, capable of producing well-researched and engaging content for various platforms.

- Ability to communicate effectively with clients, vendors, and stakeholders, ensuring a high level of professionalism in all interactions.

Organizational & Time Management:

- Excellent organizational skills, with the ability to manage multiple tasks, prioritize effectively, and meet deadlines.

- Experience in coordinating meetings, preparing agendas, taking minutes, and following up on action items.

Problem-Solving & Adaptability:

- Strong problem-solving and analytical skills, with the ability to identify issues, develop solutions, and implement them effectively.

- Adaptable to changing environments, priorities, and tasks, with the ability to work well under pressure.

Teamwork & Collaboration:

- Ability to work independently and as part of a team, contributing to collective goals while managing individual responsibilities.

Confidentiality & Ethics:

- Demonstrated ability to handle sensitive information with the utmost confidentiality, adhering to privacy protocols and maintaining data security.

Customer Service & Interpersonal Skills:

- Professional and courteous in interactions with clients, vendors, and colleagues, ensuring positive experiences and prompt resolution of issues.

Project Management:

- Experience in assisting with project planning, execution, and evaluation, ensuring projects are completed on time and within budget.

Attention to Detail:

- High attention to detail in all tasks, particularly in editing and proofreading documents to ensure accuracy and quality.

Event Planning & Coordination:

- Ability to coordinate logistics for events, workshops, and conferences, ensuring all details are managed efficiently.

Resourcefulness & Initiative: 

- Resourceful in finding quick and effective solutions to challenges, using available tools and resources effectively.

Creative & Quality Assurance:

- Capable of producing creative and engaging content for internal and external communications.

- Committed to maintaining high standards of quality in all deliverables, implementing processes to ensure consistent quality control over operations.

Tech Savvy:

- Quick to learn and adapt to new software, tools, and technology, enhancing productivity and efficiency in the workplace.

- Strong knowledge in social media platforms.