OPEN CALL FOR ASSISTANT DIRECTOR – ADMINISTRATIVE AND SUPPORT SERVICES POSITION AT BEIRUT ART CENTER

Major Responsibilities include:

• The financial and administrative management of BAC.

• Collaborate on conceiving and implementing a fundraising plan that articulates focused strategies to meet short-term and long-term fundraising goals.

• Provide administrative, operations and logistical support to BAC artistic program and events

Experience required:

The ideal candidate has a management and leadership background in a mission-driven organization. S/he has successfully held a senior position in a cultural organization and had a key role in its transformative growth. Backgrounds of interest include managers from private and public cultural organizations, as well as other non-profit institutions in similar fields.

Qualifications and Skill Sets:

• Excellent coordination and organization skills
• Able to tackle multiple tasks and manage priorities
• Able to work independently and within a team
• Able to develop efficient systems of organization and workflow as well as working within existing structures
• Fluent in Arabic and English (reading and writing)
• Computer literacy; excellent knowledge of Microsoft Office programs, working knowledge of Adobe Suite
• Experience in accounting, recordkeeping, and office management
• Preferred administrative experience in community and grassroots organization
• 3+ years of work experience

Full Time Position
Start Date: 1 December 2022
Closing date for applications: November 14, 2022
 

Detailed Responsibilities Description:

Accounting and Finance

• Organising and issuing payment orders for all payments with weekly follow up with director
• Inputting expenses and incomes into digital accounting system
• Balancing cash expenses
• Developing and updating project budgets with director
• Working closely with director and board on drafting and finalizing the annual budget
• Maintain, follow up and regularly communicate status of annual budget to director
• Keeping clear and accessible quarterly, yearly, and project-based budgets, cash flows and balance sheets - full accounting records
• Coordinating with auditor for quarterly declarations  

Administrative and Office

• Staffing, training, and supervising any required administrative or operations positions
• Arranging schedules, staff meetings, and staff vacations
• Arranging employee open calls, interviews, and selection processes
• Drafting employee agreements and paperwork
• Representing BAC in various official and governmental processes (ex. NSSF, Ministry of Finance, Ministry of Interior, etc.)
• Making necessary arrangements to keep all BAC legal, financial, and official documentation in order and up to date
• Filing grant contracts and keeping track of deadlines and documents related to follow up and reporting
• Managing day to day office needs (ordering necessary supplies, general upkeep, internet, and telephone maintenance, etc...)
• Updating and maintaining supplier files and contracts
• Drafting and/or reviewing supplier/service contracts and agreements
• Managing space rentals and agreements
• Working closely with the director in producing the annual reports

Projects and Exhibitions

• Arranging and preparing loans and condition report templates for curatorial/production assistants
• Researching and providing suppliers, and presenting multiple options and comparative pricing
• Drafting installation schedules in coordination with BAC team
• Managing artist travel and accommodation, which may include applying for visitor visas
• Coordinating with contractors and curatorial assistant to oversee deliveries and packing and unpacking of artworks and sensitive items
• Arranging and managing contracted workers
• Overseeing all construction, electrical and technical installation work to ensure that it is done properly and efficiently without any misuse or mishandling.
• Keeping project records both physically and on the central server according to the format in place
• Preparing budgets and project cash flows
• Arranging shipping and logistical tasks in coordination with curatorial/production assistant