OPEN CALL FOR ASSISTANT DIRECTOR – ADMINISTRATIVE AND SUPPORT SERVICES POSITION AT BEIRUT ART CENTER
How to apply: send your CV and a short cover letter (no more than 300 words) to: [email protected]
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
NOTE:
Daleel Madani, the civil society network, serves as a platform for organisations to post their professional opportunities, but is not involved in the recruitment process. The hiring organisation is solely responsible for the job and candidate selection.
- Lebanon