Operations Officer

Project summary:

Sport and cultural activities have always been of great importance for individuals, communities, and nations. In the last decades, it has been proven that such activities played a major role in contributing to stronger social bonds and solidarity. It played a major role in bringing people together despite their differences.

Al Midan NGO in partnership with the Local Development Program for Urban Areas in North Lebanon (UDP-NL) has implemented a successful project called Sport Builds Generations in 2020-2022, that capacitated coaches to deliver trainings that taught social-emotional skills through football trainings, events, and tournaments.

The need for such initiatives proved a great success, but considering very few organizations considering these initiatives, the need is still valid and required to achieve advanced results.

Therefore, the aim of this current project: "Activation of Public Spaces and Strengthening of Organizations that Manage Them'' is to help bring several public sites in north Lebanon, that were and are still being rehabilitated and constructed by GIZ under the UDP-NL project to life through a comprehensive and multidisciplinary approach with a focus on sustainability. We aim to work closely with the organizations (NGOs, sports clubs, and municipalities) on creating and establishing new activities (basketball, ultimate frisbee, chess club, etc) and events for these spaces. More importantly, this intervention will work closely with the organizations to develop and strengthen their capacities within their organization, which will include technical workshops (marketing and branding, facility management, etc) as well as close mentorship.

Job responsibilities:

• Procure all the needed goods and services.
• Work with the community stakeholders and service providers and ensure the cost efficiency and perfect quality of the needs and deliverables as requested by the donor.
• Take care of all the logistical needs and orders according to the procedures.
• Coordinate workshops, events, and training by delivering everything needed from goods and services.
• Assist the officers in every task related to logistics and preparation of any event for the project.
• Lead Al Midan daily procurement activities to meet program objectives on time and follow Al Midan guidelines and donor regulations.
• Assists staff as needed in creating clear and understandable purchase requests and other documentation.
• Collects quotations and bids from the market as per Al Midan standards and formats.
• Conduct regular market survey yearly or when needed.
• Conduct Preferred Suppliers' process for accommodation, stationery, and other repetitive requests in coordination with Al Midan procedures.
• Maintains PR tracker and shares with staff on weekly bases.
• Ensures fair competition and strictly adheres to Al Midan procurement rules regarding vendor relations
• Ensures that the required documentation of supplies and transactions are completed to Al Midan standard
• Interact with vendors during the collection of quotations and explain Al Midan formats and ensure that vendors will use the provided forms.
• Raise payment requests for vendor payments and monitor the status of each payment in coordination with the Finance Department.
• Participates in regular assets inventory and checks in coordination with the program associates.
• Ensures that all the assets are maintained and in good condition.
• Maintain monthly the inventories of Al Midan assets and supplies.
• Establishes and maintains appropriate filing systems for office correspondence.
• Ensures that the office is run professionally and responsibly including hosting guests, cleaning, receptionist duties, and general contact and liaison with outside agencies.
• Ensures that the office has sufficient office supplies.
• Coordinates any other necessary administrative and office management details.
• Oversee the management of office consumables (office materials like stationery, cleaning & hygiene,): which will include collecting the requests monthly, maintaining the stock, and monitoring the use.
• Administering communication, ensuring internet, printers are working, staff has enough phone credit.
• Ensure through comprehensive briefings, that all staff and visitors are fully apprised of the risks, the prevailing security situation, and any security procedures.
• Manage and maintain all security and first aid communications equipment.
• Perform related duties and responsibilities as required by your direct supervisor.

Acountability to beneficiaries:

Al midan team members are expected  to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitiring and evaluation of our field projects.

PSEA and Child Safeguarding Policy

 Al Midan in Lebanon is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status.

Al Midan in Lebanon and its employees and stakeholders abide by the Al Midan Protection from Sexual Exploitation and Abuse (PSEA) and Child Safeguarding Policies.

Others:

• Ensure all activities are gender sensitive and follow Al Midan Gender Equity Policy.
• Apply Do No Harm standrads to ensure activities do not have detrimental effects on vulnerable communities.
• Participate in internal office coordination and planning meetings and workshops.
• Other duties as assigned by the Project Manager.

Requirements:

• Bachelor's degree preferable in Business administration or any related field.
• Minimum 3 years of progressive relative experience in NGOs.
• Detailed oriented and structured.
• Strong organizational skills; ability to interact effectively with international and national personnel.
• Excellent written and spoken English and Arabic.
• Proficiency in computers, office software (MS Word, Excel, etc.), teams and google drive.
• A demonstrated ability to multi-task and process information into action to meet deadlines.