Program Assistant

DIGITAL OPPORTUNITY TRUST - JOB DESCRIPTION PROGRAM ASSISTANT     OFFICE: Beirut REPORTS TO: Finance and Administrative Manager   Organization: Digital Opportunity Trust (DOT www.lebanon.dotrust.org) is a Local NGO, member of the DOT networks in countries throughout Africa, the Middle East, Asia and the Americas.   DOT is an innovator in enabling people to access and apply information and communications technologies (ICT) to create education, economic and entrepreneurial opportunities. DOT’s vision is to make these opportunities available to marginalized people, especially women and youth, as a strategy to eradicate poverty, vulnerability and gender inequality. DOT’s signature entrepreneurship programs, ReachUp! and StartUp!, integrate ICT, life skills, and micro-enterprise development and are delivered in a cost-effective manner, using university graduates to train and build capacity of youth in their communities. DOT transforms and supports young women and men, as they become leaders of economic and education change in their societies.   Position Description: As a Program Assistant, your work will be to support the implementation of the DOT Lebanon programs through proactive and targeted communications with all of DOT Lebanon’s stakeholders. The Program Assistant will work closely with all the country team members and will report to the Finance and Administrative Manager.   Your key responsibilities and accountabilities will include:   r Administrative: Coordinate essential official services such as reception, maintenance, mail, archiving, cleaning, catering, and utilities maintenance; Support in writing minutes of meetings, handle typing, word processing, photocopying, and other support needs for the office. Support in drafting and typing Arabic documents as contracts, agreement letters, faxes, and others. Coordinate and follow up with designated translators on the translation of the program documents as requested, and when needed provide translation services Maintain the HR/Administration/Operations department files. Assist in the logistics needs of all expat visitors, ensuring that all needs (accommodation, food, transportation…) are taken care of. Assist in the logistics and preparations required for all DOT events, trainings, workshops, activities, etc. Manage the repair and maintenance of computer and office equipment, and ensure that assets and equipment are in a good condition, and follow up on any maintenance needed or repairs. Update the equipment logbook. Act as Procurement Focal Person by following the DOT Lebanon Procurement policy and processes. Manage the office and ICT asset lists. Monitor staff mileage and time sheets.   r Human Resources Support in maintaining the HR files of all Employees and Consultants. Develop and maintain a list of Education degree universities in the area with contact details of their Human Resources Department. Develop and post job postings/announcements and follow up on recruitment process. Collect CVs of interested candidates and assist the Program Manager in the screening of CVs and first round interviewing of selected candidates. Tend to general employee inquiries e.g. recommendation letters, number of leave days, etc. Develop and regular update team calendar of events. Create and update DOT’s internal and external contact list and database.   r Undertake other duties assigned if needed.   Position Qualification & Skills Requirements: Minimum of undergraduate degree At least two years’ experience in administration field Excellent communications and writing skills Fluent in English and Arabic Willingness to participate in field activities and travel to remote areas within Lebanon. The ideal candidate will be a proactive and efficient multi-tasker. This candidate will like to work independently in a fast-paced dynamic working environment. He/ She will have excellent writing skills, creative, committed.   Compensation: DOT is a non-profit INGO that recognizes that change is driven by involving the best people. Salary will be competitive and commensurate depending on the related experience and Education.   Interested applicants for this position must submit current curriculum vitae and the names and coordinates of three references. References will not be contacted without prior consent. Application and enquires should be submitted to lebanon@dotrust.org with a title, ”DOT Lebanon – Program Assistant”. The deadline is May 20th.