Admin Assistant

1. Background Information:

The Community Organization for Development and Empowerment-TCODE-INITIATE is a Nongovernmental, nonprofit, youth-oriented organization based in Lebanon and dedicated to assisting vulnerable communities through youth inclusion and empowerment. While keeping youth at its focus of its mission, TCODE-INITIATE continually endeavors in creating comprehensive and inclusive programs aimed towards the empowerment of youth, and its concentric circles of influence.

In the process of delivering its Mission TCODE-INITIATE aspires to keeping its status as a hub for youth allowing them to: access a safe space, and acquire knowledge and access to a network of social and political influencers enhancing their social participation in decision making processes.

1. Purpose of the Contract:                                                                                                                           

As part of the INITIATE Project’s response to the recent ceasefire, the intervention focuses on psychosocial support (PSS) for displaced women and girls and cash-for-work (CfW) activities for livelihoods rehabilitation in Tyre and surrounding areas. The Administrative Assistant will be stationed between INITIATE’s office in Tyre and the DRR Office at the Union of Municipalities in Tyre, ensuring smooth administrative and logistical operations across both locations.

1.  Role & Responsibilities:

The Administrative Assistant will support project implementation by handling day-to-day administrative and operational tasks.

A. Administrative & Office Support

• Maintain project records, files, and correspondence at both INITIATE’s office and the DRR office.
• Prepare and format project documents, reports, and meeting minutes.
• Organize and maintain beneficiary registration and attendance sheets for PSS sessions and CfW activities.
• Ensure all project documentation is accurate, up-to-date, and accessible.

B. Logistics & Procurement Support

• Coordinate venue bookings, transportation, and logistical needs for training, PSS sessions, and community meetings.
• Assist in the procurement of office supplies, training materials, and CfW equipment in coordination with the logistics team.
• Track and maintain inventory of project materials and assets across both work locations.

C. Financial & HR Support

• Assist in preparing payment requests, invoices, and financial documentation related to CfW beneficiaries and service providers.
• Support the HR team in timesheet collection, staff attendance tracking, and CfW payment processing.
• Maintain confidentiality and accuracy of financial and HR records.

D. Communication & Coordination

• Serve as the primary liaison between project staff, beneficiaries, and local stakeholders regarding administrative matters.
• Coordinate meeting schedules, invitations, and agendas for project teams.
• Ensure timely communication with field teams and partners on logistical and operational updates.

E. Monitoring & Reporting

• Collect and compile beneficiary data, attendance records, and project activity reports.
• Support the M&E team in data entry and documentation for project evaluations.
• Assist in reporting to donors and partners by providing necessary administrative inputs.

1.  Required Qualifications & Skills:

Education:

• Bachelor’s degree in business administration, Management, Social Sciences, or a related field.

Experience:

• Minimum 2 years of experience in administrative or logistics roles, preferably in the humanitarian or development sector.
• Experience in handling documentation, procurement, and financial processes is preferred.
• Knowledge of cash-for-work programs, PSS, and community-based initiatives is a plus.

Technical & Soft Skills:

• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and data entry systems.
• Strong organizational and time management skills with the ability to prioritize tasks.
• Attention to detail and ability to maintain accurate records.
• Excellent communication and coordination skills.
• Ability to work under pressure and in a multicultural, fast-paced environment.
• Fluency in Arabic; working knowledge of English is preferred.

1. Reporting & Work Conditions:

• The Admin Assistant will report to the Project Manager/Operations Manager.
• The position will require working between INITIATE’s office in Tyre and the DRR Office at the Union of Municipalities in Tyre.
• The role may require flexibility in working hours to accommodate project activities and deadlines.