Operations Manager

Background of the organization

ALEF – act for human rights is a Lebanese non-profit, non-partisan human rights watchdog organization that works on documenting, and promoting human rights violations and values in Lebanon. ALEF seeks to strengthen the respect and fulfillment of human rights as a cornerstone of social, economic, and political development. By embracing a comprehensive approach to monitor, defend, and educate on human rights, ALEF aims to complement and gear all efforts towards the achievement of an influential human rights constituency, and the realization of a durable peace.

Scope of Work

The function would have five main Responsibilities:

    1. Admin and Office Management

• Organize and chair regular staff meetings.
• Champion a culture of teamwork, respect, and organizational values.
• Procure necessary supplies and services within the available budget.
• Ensure the security of the assets and of the information including weekly data backups.
• Conduct monthly fixed assets inventory management.
• Support program teams in event preparation, ensuring compliance with donor regulations.
• Manage vendor contracting processes and provide technical advice on contractual requirements.
• Act as the main point of contact for external contractors/vendors on contractual and logistical matters.
• Ensure project implementation aligns with donor regulations and guidelines.
• Supervise office services and maintain a tidy office presentation.
• Manage office supplies, equipment, utilities, and company supply accounts.
• Oversee in-house telephone systems, including installation and maintenance.
• Handle new employee computer setups, facilitate IT support, and manage IT efficiencies.
• Manage on and offline backups of all servers, exploring and implementing new technologies for business efficiency improvements.
• Maintain and update internal email groups.

2. Planning and Prioritization

• Keep the Senior Management Team (SMT) informed about staff views, concerns, and ideas to enhance ALEF-wide performance, achieve results, and implement innovative solutions while mitigating risks.
• Facilitate communication and coordination among key staff, ensuring awareness of deliverables, deadlines, and meeting decisions. Propose solutions to address issues as they arise.
• Provide advice to the Programs Manager based on ALEF's historical institutional experiences in program-related matters.
• Collect and organize information from various projects and meetings, presenting recommendations to the Programs Manager and the board of directors.
• Support staff members in optimizing their performance within ALEF's systems and procedures.

3. Coordinate Meetings, Events, and Presentations

• Proactively anticipate and coordinate comprehensive meeting preparations with key stakeholders, overseeing details such as venue, technology, agenda, attendees, and other relevant matters. Obtain final approval for agendas and documentation before submission to the Programs Manager.
• Play an active role in streamlining decision-making processes, including selecting meetings or pre-meetings to enhance workload efficiency.
• Support the Programs Manager in key external engagements, ensuring effective follow-up with teams as required.

4. Finance and Accounting

• Performs weekly job entries in the accounting system;
• Prepares monthly planners in support of project staff;
• Handles petty cash;
• Supports the program team in spending based on budgets and getting accurate supporting documents;

5. Human Resources

• Keeps abreast of HR regulations and legislation changes and requirements;
• First point of contact for all staff on HR matters and questions;
• Manages all HR documents - create, maintain and update confidential HR records for new or existing staff as required. For example, preparing new employee employment contract, letter of offer, staff company handbook and forms;
• Manages staff leave, sick and absence, including management approvals, record keeping and liaising with staff directly on their leave approval/rejection, holiday entitlement balance, paternity/maternity leave etc;

Qualifications:

• 1- Bachelor degree in Business or international relations or related field or equivalent experience required.
• 2- A minimum of 3-5 years of not for profit Management and supervisory experience
• 3- Relevant knowledge of Project and Personnel Management and Mentoring processes
• 4- Demonstrated knowledge of Human Rights and the Middle East/Lebanon
• 5- Professional fluency in English & Arabic languages is required. Knowledge of French is a plus