Administration Officer

Location: ARK Office, Beirut, Lebanon 

Reporting to: Head of Corporate Services 

Role type: Full time, 4-month fixed term contract with potential to extend 

Closing date: 09:00 Tuesday 9th January 2024

About ARK

ARK is a social enterprise, empowering local communities through the provision of agile and sustainable interventions to create greater stability, opportunity and hope for the future. 

We believe that strong, resilient communities are the foundation of local, national, regional and international development and stability – and ultimately a safer, peaceful and more prosperous world. At ARK, we have delivered research and programmatic interventions validating this approach in over twenty countries since 2008. As a social enterprise we work in partnership with communities, our donors, and other implementers to build local capacities, generate opportunity and bring about sustainable change. 

Learn more about our impact here:  https://www.ark.international/impact 

About the role

We have a unique opportunity for an Administration Officer to join our Corporate Services team on an initial 4-month contract until June 2024, with an immediate start. 

ARK’s Corporate Services department provides general guidance, administrative and financial support services to all other departments, ensuring compliance with internal governance obligations and procedures. The department is also responsible for leading and managing logistics, procurement and tendering processes, subgrants management and ensuring adherence to relevant donor policies and regulations.  

As Administration Officer, you’ll support project implementation by providing procurement, logistics, travel and administrative support and procedural guidance. You’ll also play a key role in subrecipient management and compliance. 

What you'll be doing

Support and coordinate with drivers, managing their taskings and overseeing car servicing, including liaising with rental agencies to resolve issues.  

Manage leave rotations, ensuring compliance with drivers' contractual requirements and broader needs.  

Review and monitor fuel floats, car logs, and mileage.  

Facilitate communication with International SMEs, serving as the point of contact for flights, rotations, and accommodation. 

Update project inventory in line with asset management policies.  

Organise project vehicles and maintain necessary paperwork according to internal vehicle policies.  

Support project travel and event organisation. 

Assist with the onboarding of new Corporate Service colleagues, including induction training. 

Support with project inventory in accordance with asset management policies and procedures. 

Assist senior project management team with document editing. Ensure accurate SharePoint filing of project documentation. 

Requirements

Professional written and spoken proficiency in both English and Arabic.  

Flexibility and ability to work under pressure to meet tight deadlines.  

Ability to set priorities, organise time efficiently and work independently on several tasks simultaneously. 

Experience working with sensitive information, with the ability to maintain highest level of confidentiality. 

Computer literacy in Microsoft Office programs (Word, Excel and Outlook).  

Effective communication and collaboration skills, with the ability to build positive relationships with colleagues, clients, and stakeholders. 

Benefits

Why join ARK?  

Impactful Work: Your expertise will directly impact the lives of those in need.  

Global Reach: Collaborate with international experts and local stakeholders.  

Innovation: Engage in pioneering solutions for sustainable change.  

Career Growth: Expand your horizons with varied projects and challenges. 

Comprehensive Benefits: Including local health insurance, life insurance and a communications allowance. 

Our People 

Our team covers a diverse range of professional backgrounds, from diplomacy, humanitarian, development and the military, to the UN, civil society groups, multilateral organisations, journalism and the private sector.  

An ARK Person Is: 

Smart: We think deeply about things. We’re proud of our institutional knowledge and our grounding in rigorous research, which we use to make informed decisions.  

Humble: Our work leaves little room for pride or arrogance. Our operating environment is constantly evolving, and we recognise out limitations. We believe in and rely on the education and experiences of others while remaining quick to read, invite feedback, and ask sensible questions.  

Accountable: Each of us want ARK, its partners, and beneficiaries to succeed. This means taking initiative, assuming ownership when necessary and never giving up on our beneficiaries. We are committed and accountable, to both our donors and the communities we serve.  

Collegiate: We know we are stronger together and that every contribution counts. We trust each other and always support each other.  

Outspoken: We tackle diverse challenges and we always want to find the best solution to a problem. We aren’t afraid to share our opinions and we want to hear those of others too.  

ARK Group is an equal opportunity employer. We actively seek a diverse applicant pool and encourage candidates of all backgrounds to apply. ARK Group does not discriminate on the basis of ability, age, gender identity or expression, national origin, race and ethnicity, religious beliefs or sexual orientation. We welcome all kinds of diversity. ARK Group places human dignity at the centre of its development and stabilisation work and is this committed to the protection from sexual exploitation and abuse of children and adults. All ARK Group employees and related personnel are expected to share this commitment and only those who also uphold these values will be recruited as part of our team. This vacancy is therefore subject to a range of due diligence checks.