Office Manager.

The Rosa-Luxemburg-Stiftung (RLS) is an internationally operating non-profit institution that has become a provider of political education and a center for progressive social research in both Germany and throughout the world. RLS promotes critical analysis of society, and supports transnational, emancipatory and solidarity networks that strive for democratic and social participation and empowerment. RLS is affiliated with the German political party "The Left/ Die Linke". RLS is working in Lebanon since 2017. The Beirut office currently works within Lebanon, Syria, and Iraq as its main countries of cooperation (in close cooperation with local partner institutions, groups, and individuals on site) and analyzes developments in Iran, Yemen, Saudi-Arabia and Qatar.

For our Beirut office, we are looking for an Office Manager.

General Role: The Office Manager is responsible for overseeing the general office operations and ensuring the smooth running of the office on a day-to-day basis.

Key Responsibilities include but are not limited to: 

- Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages.

- Support the RLS Beirut Director and Programme team to organize programs, events, or conferences by arranging for facilities, issuing information or invitations, coordinating speakers, and controlling event budget.

- Implement established RLS policies and procedures, develop administrative procedures and internal policies and offer suggestions for process improvements.

- Manage, post and oversee social media content after consultation with the Programme Managers and the Director.

- Manage framework contracts and procurement procedures related to the office structure and staff.

- Manage databases, distribution lists and the RLS info address email.

- Monitor deadlines for the yearly planning at RLS Beirut, as well as for report and proposal writing procedures with Headquarters in Berlin.

- Prepare and manage the issuance of various documents (letters, reports, memos, correspondence, agendas, notes and minutes of meetings).

- Keep the staff files updated.

- Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain and manage vendors, and coordinate food delivery as needed.

- Contribute to the overall development of RLS Office Beirut.

- Perform other duties related to the job as assigned by the Director.

Skills:

- Bachelor’s degree in Business Administration or any other equivalent.

- 5 –6 years of proven experience in office management.

- Excellent written and verbal English and Arabic skills, German is an asset.

- Advanced computer skills and experience with online platforms, proficiency Microsoft Office (Word, PowerPoint, Excel), with aptitude to learn new software and systems.

- Strong time management and organizational skills and the ability to multi-task.

- Interpersonal skills and the ability to work well with others, as well as the ability to work independently, in a volatile and complex environment with changing priorities. 

- Problem solving abilities.

- High level of communication and organizational skills.

- Identification with the overall goals of the RLS.

Post Conditions:

- Type of contract: Local Lebanese consultancy contract until the end of 2023 with the possibility of extension;
- Working hours: Full time (40 hours/week);
- Salary & Conditions: According to RLS Beirut Salary Scale;
- Starting date: as soon as possible Applicants are requested to send their English CV and motivation letter no later than 6th of November 2022 to info.beirut@rosalux.org with the subject line: Office Manager Beirut. *Incomplete applications will not be considered *Only shortlisted candidates will be contacted