Administration Officer

Terms of reference Administration Officer About Lebanon Support Lebanon Support is an independent non-governmental, non-religious, non-political, and non-profit making information and research center. Established in 2006, Lebanon Support was registered as a National Non-Governmental Organization in November 2008 (registered under the number 168/2009 AD). Lebanon Support aims at enhancing civil society capacity, efficiency and effectiveness through the creation of public spaces for reflection, collaboration and debate on and for civil society in Lebanon. Lebanon Support adopts a multidisciplinary approach and evidence and fact based methodologies in civil society work in Lebanon so as to support and develop a civic voice and a better impact towards better accountability and societal change in Lebanon. Within this framework Lebanon Support focuses on information and knowledge sharing and management, production and delivery; as it is within Lebanon Support’s beliefs, that information and knowledge are at the heart of developing adequate strategies and interventions to reduce existing vulnerabilities and marginalization in the country. Background Lebanon Support has two main programmes: Daleel Madani, the Civil Society portal and the Civil Society Knowledge Centre. Lebanon Support mainly conducts in collaboration with several partners several documentation, research and analysis activities under different thematics, in order to create a working knowledge-base for civil society actors in Lebanon. Main Tasks Under the supervision of the Finance Manager and in close collaboration with the Accountant as well as the Director of Publications and the Head of Research, the Administration & Officer (AO) will be responsible broad administrative support functions, which include execution of administrative tasks as summarized below: Undertake all activities related to administration, in order to ensure that the finances and administration of LS are maintained in an accurate and timely manner. Main tasks include: Supporting the day-to-day administrative management of the programmes and projects; Prepare contracts based on ToRs Prepare administrative/ project support lists: contact lists, suppliers list, staff, interns and consultants lists Filing all the centre’s (also at the programmatic and project level) documents; Monitor and coordinate the upkeep and maintenance of the premises with services providers and municipal/government counterparts as per contracts, basic and lease agreements for the property; Follow up on the preparation and signature of contracts Perform the procurement process according to the appropriate regulations Prepare attendance lists for all activities, maintain contact lists and all other documentation tasks Administer and manage the logistics and contracts for services with service providers; Updating and maintaining comprehensive inventories of the programmes resources; Support programme and project team in the fulfillment of their duties; Be responsible for day-to-day correspondence, information sharing and filing ensuring that appropriate follow-up actions are taken; Assist in preparing evaluation reports, annual project reports, and update projects files; Assist in events and activities coordination and logistics preparation; Prepare minutes of projects meetings; Handle all telephone calls; Receive and direct visitors and provide them with general support; Organize and schedule meetings and appointments; Translate documents, as needed; Support in Daleel Madani follow up; All other related administration work.