Office & Admin Assistant Intern/Volunteer

GENERAL OVERVIEW OF POSITION / WORKING CONDITIONS:

• Job title: Office & Admin Assistant Intern / Volunteer
• Location: Beirut (Lebanon)
• Line manager: Senior Administration & Finance Officer
• Main functional relationships: Asmae Team in Lebanon including (Country Representative, Head of Programs, Projects Team, Finance & Administration Team, Technical Advisors, and Support Staff)
• Status: Internship / Volunteer position with daily transportation/per diem incentive only
• Duration: 3 months renewable based on successful performance and organizational need
• Starting Date: As soon as possible

General background:

Asmae is a French international solidarity NGO specializing in child development. It is independent, non-religious, non-political, and open to everyone. Created in 1980 by Sister Emmanuelle following her experience with garbage collectors in Egypt’s slums, Asmae keeps on respecting its founder’s values and methods: listening and proximity, pragmatism, respect for differences, professionalism, and reciprocity.

Asmae’s action aims to support vulnerable children and their families by providing tailor-made and long-lasting support to local stakeholders working on education and child protection. Its vision, “A fair world which guarantees that children can live and grow with dignity within their environment, to become free women and men who contribute to society”, is broken down into four missions:

• Stimulate child development through a global approach. To do this, Asmae also works on family support by taking their environment into account;
• Build the capacity of local stakeholders involved in child development, boost cooperation amongst them, and maximize their social impact;
• Stand up for children by raising awareness and advocating;
• Experiment, disseminate, and share practices.

Background of Asmae in Lebanon

Asmae has been operating in Lebanon since 1986 (a local coordination office opened in 2005). Asmae is currently working in partnership with local organizations in the fields of education, child protection, youth empowerment, and livelihoods. Disability and Gender mainstreaming are also some of Asmae’s priorities during the implementation of the project. These projects are reaching different areas in Lebanon including Beirut, North, South, and Bekaa.

MISSION

According to Asmae’s strategy and under the direct supervision of the Senior Administration & Finance Officer, the Office & Admin Assistant Intern / Volunteer will support the daily administrative, financial, operational, and communication routines of the office.

The intern/volunteer will contribute to the smooth implementation of office procedures, petty cash follow-up, procurement and filing processes, outdoor administrative support, and social media management. S/he will also support the organization in maintaining professional communication and visibility through Asmae’s social media platforms.

RESPONSIBILITIES

In line with Asmae’s values and working approach, the Office & Admin Assistant Intern / Volunteer will be responsible for supporting the following tasks:

Administrative & Office Support:

• Support the Senior Administration & Finance Officer in daily office operations and administrative routines;
• Assist in organizing and maintaining physical and electronic filing systems;
• Support in preparing administrative documents, letters, photocopying, scanning, and archiving;
• Assist in organizing meetings, workshops, and office logistics;
• Provide outdoor office support when needed (banks, suppliers, governmental entities, document delivery, etc.);
• Support in following up on office supplies and inventory;
• Ensure proper organization of office records and documentation.

Finance & Procurement Support:

• Assist in daily petty cash management and payment follow-up;
• Support in collecting invoices, receipts, and supporting documents;
• Assist in basic accounting and data entry tasks;
• Support procurement processes including quotation collection, supplier communication, and procurement filing;
• Ensure financial and procurement documents are properly archived according to Asmae procedures;
• Support the finance and administration department in routine operational tasks.

Communication & Social Media:

• Act as the focal point for managing Asmae Lebanon’s social media pages;
• Prepare and publish content, photos, stories, announcements, and updates on social media platforms;
• Support in creating simple communication materials and visibility content;
• Ensure regular engagement and professional presentation of Asmae’s online presence;
• Coordinate with the programs team to collect stories, updates, and field content for publication;
• Support in maintaining consistency with Asmae’s communication standards and values.

Other:

• Participate and actively contribute to team meetings and office activities;
• Follow Asmae’s internal procedures, code of conduct, and safety/security measures;

Perform any additional administrative or operational tasks

POSITION’S REQUIREMENTS

Education:

• University student or fresh graduate in Business Administration, Accounting, Finance, Management, Marketing, Communication, or other relevant fields.

Professional Experience:

• Previous internship, volunteering, or university-level experience in administration, accounting, communication, or NGOs is an asset;
• Basic understanding of administrative and financial processes;
• Familiarity with social media platforms and content posting;
• Experience using Microsoft Office applications (Word, Excel, Outlook, PowerPoint).

Professional Skills:

• Good organizational and communication skills;
• Ability to multitask and work in a dynamic environment;
• Attention to detail and willingness to learn;
• Good computer and digital skills;
• Fluency in Arabic and good command of English are essential. French is a plus.

Personal Skills:

• Positive attitude and willingness to learn;
• Sense of responsibility and professionalism;
• Team spirit and good interpersonal skills;
• Flexibility and initiative;
• Ability to maintain confidentiality;
• Ability to work under pressure and manage priorities.

APPLICATION NOTES

• Priority will be given to university students and fresh graduates seeking practical experience in the NGO sector.
• Only shortlisted candidates will be contacted.
• The internship/volunteer position includes per diem/transportation support only and does not constitute full employment.