Executive Coordinator

ASSABIL, Friends of Public Libraries, is a Lebanese NGO that has been working for the promotion and creation of public libraries in Lebanon since 1997. Today, ASSABIL is directly managing three municipal public libraries of Beirut (a 4th one is forthcoming), one mobile library and supports a network of public libraries throughout Lebanon with book donations, training, activity programs and expertise. ASSABIL’s Resource and Training Center is offering its library, materials, publications and exhibits for public libraries and schools free of charge. ASSABIL is also organizing a variety of cultural events, including the yearly Horsh Beirut Festival. Currently, ASSABIL is searching for a candidate for the Executive Coordinator (EC) position to lead all operations and contribute to the development of the association, including Office and Project management, Cultural activities, Beirut public libraries and Resource and Training center.   Main Internal Interfaces - Administrative Committee (AC) president and Members - Cultural activities coordinator (office) - Libraries Coordinator and librarians - Project management team (office) - Administrative and finance officers (office) - Resource and Training center Coordinator (office - to be recruited) Main External interfaces - Partner organizations and public institutions (such as Ministries) - Municipality and Mohafazat of Beirut - Other non-governmental organizations - Funding bodies GENERAL MISSION: IMPLEMENT THE STRATEGIC GOALS AND OBJECTIVES OF THE ASSOCIATION The EC is responsible for the management of the association’s staff and programs and will report directly to the Administrative Committee. • Participate with the AC in elaborating the Association’s strategic planning and vision • Implement short- and long-term strategic planning and vision by developing mid- and short-term action plans for the association’s activities and programs (Libraries, Resource and Training Center, Cultural Festivals and Activities). • Elaborate short- and long-term fundraising plans for all the association’s activities and programs • Ensure that each program’s objectives and activities fit within the strategic vision and goals of the association and that the programs’ objectives are clearly stated and their activities are focused on achievement of stated goals. • Attend meetings with Donors and partners for operational issues and with the AC members for official meetings. • Prepare and send to the AC members a brief monthly update of running projects and discuss funding opportunities with the AC. • Attend, in part, AC meetings to discuss running projects, funding opportunities and financial issues. • Prepare quarterly financial and updated budget reports to share findings with the AC. • Meet once a month, or whenever needed, with the AC Treasurer for all financial issues. For the development and drafting of all activity programs, the EC will rely on the support of a series of ad-hoc committees ensuring the involvement of all concerned staff and AC members in the definition of program contents and activity planning. MISSION 1: ENSURE MANAGEMENT OF HUMAN RESOURCES AND PROVIDE A GOOD WORKING ENVIRONMENT The EC is responsible for Human resource management (office and projects department, Libraries department and libraries’ coordinator, administrative and financial officer, activities coordinator- Deputy EC, and resources center coordinator) and will be in charge of the following: • Prepare ToRs, ensure timely announcements, collect CV’s, screen candidates for shortlisting, and conduct interviews with the support adhoc committee to meet the human resources needs and available financial resources. • Implement of strong reporting disciplines with project staff, to enhance program quality and build positive relationships with donors and beneficiaries. • Develop a plan for the continuous capacity building of the staff, and determine training needs for each team member. •Ensure staff performance evaluation is done on a regular and timely basis, as per terms and process approved by the AC, and is followed up with staff development objectives.          •Ensure the effective transfer of information and responsibilities between team members.          •Prepare a regular review and update of all job descriptions with thematic committee support and for AC consideration. • Nurture a motivating working standards are met and maintained, with a work environment that:         •Promotes a work culture that fosters passion for the mission, cooperation, open communication, teamwork, and a common organizational vision.        • Enhances the positive self-image of staff and preserves human dignity.         • Attracts, keeps, and motivates a diverse staff of qualified people. MISSION 2: ENSURE AN OPERATING FRAMEWORK FOR PROGRAM PLANNING, DEVELOPMENT, IMPLEMENTATION AND EVALUATION-PROJECTS DEPARTMENT AND OFFICE, CULTURAL ACTIVITIES, AND RESOURCES AND TRAINING CENTER In coordination with the Administrative Committee and with the support of the programming committee, the EC shall plan and develop programs as funded by donors. The planning, development, implementation and evaluation functions include: • Develop yearly fundraising and activities programming strategies for all programs run by the Association (BML, Kotobus, RC, libraries, Network, Cultural Activities). • Organize and supervise the preparation of grants proposals. • Develop agreements with partner associations and institutions, public and private funding sources. • Supervise the project coordination and implementation by the project management team as per project programs and agreements with funders. • Supervise the overall reporting (narrative and financial) and record keeping for all programs and activities. • Assure the application and maintenance of sound financial practices. • Develop and implement evaluations of programs. • Provide the AC with information on programs changes. The EC shall prepare and send to AC members a brief monthly update of running projects, finance and present and discuss funding opportunities with the AC. MISSION 3: SUPERVISION OF ACTIVITIES AND PROGRAMS; AND DEVELOPMENT THEREOF • Elaborate development strategy and mission for all activities and programs operated by ASSABIL: Libraries, Mobile Library, Resource and Training Center, Cultural Activities and other activities programs (bookfairs, Festival etc.) in coordination with the AC and the Cultural Programming Committee • Develop and elaborate appropriate yearly budgets for the operation and development of all activities and programs in direct cooperation with the concerned teams and staff members. • Supervise the production and implementation of yearly activity and training plans. • Ensure that participatory procedures are in place for the definition of programs’ content. KNOWLEDGE, MANAGEMENT SKILLS AND ATTRIBUTES REQUIRED • Experience: at least five years of experience in non-profit management with an understanding of not-for profits and experience working with an effective volunteer AC; solid experience in various fundraising strategies from public, private and institutional sources; Experience in fund development and ability to identify, and solicit individual donors; Experience managing a complex budget; Experience in developing and implementing annual budgets; • Education: completed a graduate degree; • Skills: Excellent analytical skills; good writing ability; Excellent computer skills; • Languages: French, English, Arabic • Inter-relational skills: Effective collaborator, strong leadership, creative and independent thinking; Excellence in problem solving, communication skills: facility to cultivate prospective audiences, supporters and donors; exceptional communication skills and high emotional intelligence (interpersonal and public speaking) • Motivation: enthusiasm for the mission of ASSABIL and familiarity with books and libraries • Versatility and Adaptability: Multi-cultural sensitivity; tolerance for working with a culturally and politically diverse community • Initiative