Administrative Officer

Helem, is the first LGBTQIA+ rights organization in the Arab world, officially established in Beirut, Lebanon in 2001. Its mission is to lead the struggle for the liberation of Lesbians, Gays, Bisexuals, Intersex, Transgendered, Queer (LGBTQIA+) and other people with non-conforming sexualities and/or gender identities in Lebanon and the SWANA region from all sorts of violations of their individual and collective civil, political, economic, social, and cultural rights. Our goal is to empower young LGBTQIA+ leaders to advocate for their own liberation. We seek to create initiatives and spaces where our communities can leverage unity through diversity and build power. We protect and support individuals with the resources to resist the harm caused by homophobia and transphobia. We empower our youth through education and community building and mobilize to change the laws, policies, and practices that deny us equality and reduce our quality of life.

Helem runs various programs and advocacy campaigns and provides a wide range of services to members of the LGBTQIA+ community in Lebanon, including emergency response, case management, legal assistance, social support, family support, and mental health support. It also runs one of the largest non-commercial queer spaces in the MENA region through its community center and prioritizes decriminalization, labor rights, housing, hate speech, and economic empowerment as advocacy priorities.

   Job Description:

• Provide all procurement activities and services for Helem programming as required;
• Implement and maintain standard Helem procurement policies and procedures and ensure that procurement is carried out in accordance with Helem and donor-specific policies.
• Coordinate with Finance, Admin, and program departments to ensure integrated internal controls, timely payment of vendors, and full, auditable support documentation;
• Ensure that a transparent and responsive procurement process is implemented and maintained; generating bids analysis, purchase orders, and payment requests, and assisting in reconciling expense reports;
• Routinely communicate, coordinate and plan with the relevant requesting staff/programs regarding the order and delivery of supplies;
• Ensure that all supplies, services, and equipment required are delivered on time.
• Establish and maintain ethical and professional working relationships with suppliers and relevant external partners and liaise with them as needed;
• Maintain supplier information for regularly purchased items and be informed of current local market conditions;
• Maintain inventory lists and liaise with finance department staff when and if changes occur or are needed/requested;
• Manage any and all logistical requests and needs and book travel and transportation arrangements independently or through external suppliers;
• Support and provide appropriate pieces of training for procurement and program staff as required;
• Develop and maintain a filing system for the administrative departments in Helem and assist in its management;
• Liaise with executive and senior managers in all departments to handle requests and queries;
• Maintain and update contact lists;
• Plan meetings and take minutes when and if required;
• Provide advice and expertise on program and project implementation, including strategic, administrative, and logistical support when needed;
• Assist in any other tasks deemed necessary by the center or organization’s leadership.

    Education and Work Experience:

• Proven working experience as an administrator 
• People-oriented and results-driven
• Demonstrable experience with logistics and procurement tasks
• Knowledge of communication platforms and databases
• Excellent active listening and bilingual communication skills
• Competence to build and effectively manage interpersonal relationships at all levels of the company
• Existing knowledge and experience working with suppliers, vendors, and other external actors
• Attention to detail and the ability to multi-task