Administrative and logistic Officer

General Tasks

1. Administrative & Office Support (Priority)

• Maintain digital and physical archives, ensuring all documents are correctly filed, updated and accessible.

• Prepare, scan and archive supporting documents and administrative files.

• Scan, name, classify and upload documents to the organization’s online platform following AIDA’s nomenclature and filing procedures.

• Ensure that all administrative, financial and HR-related documents are uploaded in a timely manner and stored in the correct folders.

• Support with basic translations (Arabic–English) for invoices or administrative documents.

2. Financial & Expense Management (Priority)

• Coordinate and collect monthly staff expenses (phone cards, consumables, transportation, etc.).

• Keep accurate digital and physical records of all staff expense justifications.

• Prepare and submit supplier invoices to AIDA Madrid, ensuring all supporting documents are complete.

• Support in the collection and preparation of Sources of Verification (SoVs) related to administrative expenditures.

3. Logitics & Procurement (Low priority)

• Support logistical arrangements for meetings, workshops, field visits and events (transport, venue, materials, refreshments).

• Conduct small-scale purchases for office needs and project activities, ensuring compliance with procurement rules.

• Collect quotations, prepare procurement files and liaise with suppliers.

• Collect documents from banks, suppliers or institutions when required.

• Occasionally accompany expatriate staff during administrative or logistical visits in the field, using the organization’s vehicle when required.

4. Other (Low priority)

• Ensure discretion, integrity and strict confidentiality when handling administrative, financial, and personal staff information.

• Carry out additional reasonable administrative tasks as requested, within the limits of the role and workload.

• Support the local team with any other administrative-related task when needed.

Competencies:

● Strong organizational and multitasking skills; attention to detail and reliability.

● Ability to work independently and as part of a small team.

● Basic knowledge of procurement and administrative procedures.

● Good communication and interpersonal skills.

● Proficiency in Excel and solid command of Microsoft Office (Word, PowerPoint).

● Time management skills, integrity, accountability in financial handling, and internal communication skills

Working Conditions 

Contract duration: 6 months, starting January 5, 2026. Possibility of extension due incoming projects.

Working hours: Part-time, 30 hours/weekly – Monday to Friday

Paid leave: 15 days paid leave a year as per Lebanese Law.

Professional Experience:

Minimum 3 years of experience in administrative roles.

Experience with expense management, suppliers, petty cash or similar tasks is a strong asset.

Experience working with NGOs or international organizations is an advantag