Administration/Logistics Assistant

EDUCATION DEVELOPMENT CENTER (EDC)

Education Development Center (EDC) is a global nonprofit that advances lasting solutions to improve education, promote health, and expand economic opportunity. Since 1958, we have been a leader in designing, implementing, and evaluating powerful and innovative programs in more than 80 countries around the world.

EDC promotes equity and access to high quality education and health services and products that contribute to thriving communities where people from diverse backgrounds learn, live, and work together. We support an inclusive workplace culture that embraces many perspectives and broadens our understanding of the communities we serve, enhancing and enriching our work.   

EDC is committed to equity, diversity and inclusion in the workplace.

Project Description

Higher Education Capacity Development (HECD) program is a five-year activity (2019-2024) funded by the United States Agency for International Development (USAID) and implemented by Education Development Center (EDC) in partnership with Florida State University (FSU). EDC will partner and collaborate with higher education institutions (HEIs) to develop strategies that improve the quality of academic programs and help HEIs graduate students who not only graduate with skills that are relevant and in demand in today’s labor market, but also have the ability to adapt and renew themselves as demand changes. 

Position Description

The Administration/Logistics Assistant provides support to all project administrative and logistical needs, including equipment distribution and training logistical support, ensuring the day-to-day logistics support of the project, word processing, meeting coordination, scheduling, travel arrangements, answering phones, greeting office visitors, and other administrative tasks in support of the office as needed and/or required. Responsibilities include supporting the procurement of goods and services, managing vehicles, coordinating logistics. This position will maintain close communication relationships with the technical team as well as operational and financial staff, as relevant, engage as a member of a team, accept feedback, troubleshoot questions or problems and seek help, supervision and support as needed, and perform other duties, as assigned.

Essential functions include [but are not limited to]:

Administration

• Prepare documents, photocopies, catalogs, and electronic data;
• Maintain Database system;
• Answer project telephone and greet guests;
• Navigate internet for data and track information;
• Maintain records and files;
• Create correspondence as needed;
• Coordinate appointments and travel schedules;
• Maintain office equipment;
• Provide inventory support;
• Review material for accuracy and quality, propose format or presentation enhancements;
• Perform various assigned duties to balance workload;
• Plan, organize and independently carry out workload priorities to ensure smooth and timely coordination and production;
• Apply organizational terms, procedures, systems, and policies; and
• Other duties, as assigned.

Logistics

• Assist in preparing specifications and obtaining quotations for goods and services;
• As required, provide assistance in the import clearing process of goods purchased abroad;
• Assist in conducting quality and cost control checks through regular market surveys of goods and services;
• Ensure that logistics files are kept up to date and accurate;
• Monitor and produce monthly fuel consumption reports for vehicles and project generators;
• Ensure that all project vehicles are maintained in accordance with manufacturer’s requirements;
• Oversee vehicle log books in Beirut and ensure they are up to date;
• Responsible for car hire coordination to support project transportation needs;
• Responsible for the logistics arrangements for project activities including transport, hotel bookings, and conference and workshop facilities;
• Other duties, as assigned.

Reporting and Organizational Relationships:

The Administration/Logistics Assistant reports to the Finance and Administration Director.

The candidate for the position of the Administration/Logistics Assistant shall have at a minimum the following qualifications:

Education:

Secondary School completion required, vocational training or equivalent accepted with additional experience.

Skills and Experience:

Administration

• At least 1 to 2 years’ experience working in administration and finance;
• Proficiency in 3 or more computer applications, including word processing and data base management;
• Strong organizational and analytical skills;
• Excellent written and oral communications skills; and
• Excellent communication in English required.

Logistics

• Minimum of 2 years of experience in logistics and fleet management;
• Experience with USAID or other donor-funded projects;
• Excellent oral and written communication skills;
• Technical skills and experience in at least one area of Operations – Transport or Procurement;
• Demonstrated organizational and leadership skills to manage operations staff and coordinate with staff from other units;
• Must be able to work within a cross cultural setting, negotiate diplomatically, and function well under pressure;
• Detail-oriented and organized;
• Experience using computers and software at work, especially email and MS Word (experience with MS Excel is desired);
• Ability to work hands-on, independently, and within team in difficult work environment;
• Willingness to travel within Lebanon as required by the project.

Language:

Fluency in English is required.