Terms of Reference (ToR) for Administrative Officer

Position: Administrative Officer
Organization: Youth for Peace - Lebanon
Location: Saida 
Contract Type: Part-time 
Reporting to: Executive Director
Start Date: February 1, 2025

1. Background

Youth for Peace - Lebanon is a registered non-profit organization officially licensed by the Ministry of Interior and Municipalities in Lebanon under the number 2315, dated 13/11/2014. We act as a catalyst for transformative change within Lebanon’s educational sector and civil sector in Lebanon, fostering opportunities to sustain a balanced Levant society. Our focus is on empowering children, youth and women to lead change and support the sustainable development of their communities.

We are looking for a dedicated Administrative Officer to support our daily operations, ensuring effective and efficient management of tasks and resources.

2. Purpose of the Role

The Administrative Officer will be responsible for providing administrative support to the organization, ensuring smooth operations, and supporting the documentation, data management, social media presence, and coordination of daily tasks. This role is vital for maintaining organized workflows and supporting the overall mission of the NGO.

3. Key Responsibilities

The Administrative Officer will undertake the following tasks:

3.1 Data Entry & Management

• Input, update, and maintain accurate data records in the organization’s database.
• Ensure data confidentiality and proper archiving of sensitive information.
• Create and maintain filing systems, both electronic and physical.

3.2 Documentation & Archiving

• Prepare, manage, and file organizational documents, including reports, agreements, meeting minutes, and correspondences.
• Organize and archive past and current documents for easy retrieval.
• Support the creation of templates, forms, and manuals as needed.

3.3 Social Media & Communications

• Assist with managing the organization’s social media accounts (Facebook, Instagram, Twitter, etc.).
• Post updates, announcements, and events on social media platforms.
• Monitor social media engagement and respond to queries.
• Support content creation and scheduling for regular posts.

3.4 Daily Operations & Office Management

• Assist in organizing meetings, workshops, and events, including preparing materials and coordinating logistics.
• Maintain office supplies, equipment, and inventory.
• Coordinate schedules, appointments, and travel arrangements for staff when necessary.
• Respond to telephone, email, and in-person inquiries.

3.5 Follow-up & Coordination

• Track ongoing projects and activities to ensure timely completion of tasks.
• Support the preparation and dissemination of reports, newsletters, and updates.
• Follow up on external communications with partners, stakeholders, and donors.

4. Qualifications & Experience

Education: A diploma or bachelor’s degree in business administration, management, or a related field.

• Experience: At least 2 years of experience in administrative roles, preferably within an NGO or similar setting.
• Skills:
  • Strong organizational and time-management skills.
  • Excellent communication and interpersonal abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
  • Familiarity with social media management tools.
  • Attention to detail and high level of accuracy in work.
  • Fluency in Arabic and English (both written and spoken).

5. Competencies

• Ability to work independently and as part of a team.
• Flexibility and adaptability to changing priorities.
• Commitment to the values and mission of Youth for Peace - Lebanon.
• Strong ethical and professional conduct, especially regarding confidentiality.

6. Duration & Commitment

The initial contract will be for 12 months, with the possibility of renewal based on performance and available funding.

7. Application Process

Interested candidates should submit their resume and a cover letter outlining their relevant experience and motivation to info@y4p.org.lb by January 10, 2024. Only shortlisted candidates will be contacted for an interview.

Youth for Peace - Lebanon is an equal opportunity employer. We encourage applications from individuals of diverse backgrounds and experiences.

This ToR outlines the essential functions and requirements of the Administrative Officer position and is subject to change based on the evolving needs of the organization.