Administrative and Finance Manager

THE PROJECT:

Thought and led by Lebanese activists, artists and journalists, Allo, Beirut?  is pluridisciplinary project dealing with social changes, arts, investigative journalism, social justice and education. Based on an investigative documentation combined with sensory and immersive experiences, the project aims to use art and journalism to enable us to cultivate a sense of belonging, to question the past, and to envision the future for Lebanon. Launched on September 15 2022, “Allo, Beirut?” is a 9 months public immersive and interactive exhibition that takes place in the Beit Beirut Museum in Lebanon. 

As our goal is to appeal to a new audience to Beit Beirut and to make the visitors feel that this museum belongs to them, a rich cultural program will be created and implemented from February to June 2023 such as school visits, debates, storytelling, film projections and one main pluridisciplinary event on the topic “Dealing with the Past”.  

SCOPE OF WORK:

• Grant Management: Reporting and Documentation
• Deliver high quality, accurate and timely reports on all ongoing components of the project.
• Monitor progress of operations and flag any potential delays or obstacles. 
• File all relevant project documents in line with the organization and donors’ requirements.
• Lead in project evaluation and lessons learnt documentation.
• Collect case studies and success stories according to the organization and donors’ guidelines. 
• Assist Project Director in developing new proposals including budgets for the project to be submitted to new potential donors.
• Develop narrative and financial reports for internal and external donors.
• Develop M&E tools and reporting mechanisms as per the internal and external guidelines.

Administration & Finance: 

• Assist Project Director in developing the Project’s budget and timelines, together with the Production & Events manager 
• Assist Project Director in developing the Project’s action plans to ensure compliance with the Project’s timeline; together with the Production & Events manager 
• Attend weekly meetings lead by the Project Director 
• Prepare contracts and payments for the consultants and suppliers in coordination with the accountant.
• Follow-up all contract renewals including that of the insurance. 
• Update the inventory stock of flyers, archives reproductions’, multimedia equipment on a monthly basis.
• Communicate with the visitors when they need to and liaise with potential donors at Beit Beirut for donations or contacts with the Project Director. 
• Collect and prepare bid analysis for all purchases. 
• Prepare with the accountant a weekly and monthly disbursement and expenses report that are aligned with the project budget.
• Assist the finance manager in developing all financial statements by collecting data and documentation

Other: 

• Organize and implement the visits of schools, universities and NGOs. Ensure effective calendar schedule and follow-up on visits. 
• Manage and edit via Airtable the content of two interactive installations: Ieva’s artwork and the recording booth of Salon Ephrem and any other new installations that will be added to the exhibition
• Organize the dismantlement of the exhibition
• Proofread all communication materials 

REQUIRED QUALIFICATIONS, KNOWLEDGE & EXPERIENCE:

• Minimum 7 years of relevant professional experience within NGOs and/or Foundations in Lebanon within the administration and finance sectors 
• Undergraduate university degree required, preferably in a relevant discipline (e.g. Finance, Business Administration, NGO management or related field).
• Familiarity with the socio-cultural context of Lebanon and the social, cultural, political, and religious ‎sensitivities relevant to context.
• Fluency in Arabic and English, both written and verbal.
• Strong people management skills. 
• Ability to communicate effectively with local stakeholders and team members.
• Ability to multitask, prioritize tasks, and cope with competing demands under tight deadlines.
• Able to establish and maintain good working relationships with people from different backgrounds. 
• Good writing/editing and analytical skills. 
• High-level of knowledge and practice with Word, Excel, and PowerPoint Outlook required.

PERSONAL ATTRIBUTES:

• A “can do” attitude and team player with ability to think quickly, proactively, and strategically. 
• Practical and hands on, as well as strategic thinker with a desire for delivering by doing things differently 
• Good interpersonal skills with effective partnership working and relationship-building and the ability to thrive in and contribute to a culture of collaboration and teamwork in a diverse work environment.
• Unquestioned personal integrity and professional/personal reputation that will reflect favorably on the organization both internally and externally.
• High level of organization; a strong ability to prioritize tasks to meet multiple deadlines. 
• Comfortable working in an entrepreneurial environment and often, with a remote team.