Administrative Assistant Consultant / Saida

Terms of Reference

Subject: Administrative Assistant Consultant

Duration: 3 months

1. Background Information:

The Community Organization for Development and Empowerment-TCODE-INITIATE is a Nongovernmental, nonprofit, youth-oriented organization based in Lebanon and dedicated to assisting vulnerable communities through youth inclusion and empowerment. While keeping youth at its focus of its mission, TCODE-INITIATE continually endeavors in creating comprehensive and inclusive programs aimed towards the empowerment of youth, and its concentric circles of influence.

In the process of delivering its Mission TCODE-INITIATE aspires to keeping its status as a hub for youth allowing them to: access a safe space and acquire knowledge and access to a network of social and political influencers enhancing their social participation in decision making processes.

2. Purpose of the Contract:

The Administrative Assistant will be based between INITIATE’s office and the UNRWA Sibline area of operation, supporting the smooth implementation of project activities through effective administrative, logistical, and coordination support in close collaboration with UNRWA teams and project staff.

3. Tasks

The Administrative Assistant will support project implementation through day-to-day administrative, coordination, and operational tasks, including:

1. Administrative and Office Support

• Maintain organized project records, files, and correspondence related to activities implemented in Sibline.
• Prepare, format, and archive project documents, reports, letters, and meeting minutes.
• Organize and maintain beneficiary registration forms, attendance sheets, and supporting documentation for PSS sessions and short-term employment (cash-for-work) activities.
• Ensure all documentation is accurate, updated, properly filed, and accessible for reporting and verification.

2. Logistics and Procurement Support

• Coordinate logistical arrangements for activities in Sibline, including venue setup, transportation, and materials.
• Support procurement processes for office supplies, training materials, and short-term employment (cash-for-work) tools and equipment in coordination with INITIATE’s logistics team.
• Track and maintain inventory of project materials and assets used in Sibline.
• Follow up on delivery and distribution of materials in coordination with field teams and UNRWA focal points.

3. Financial and HR Support

• Assist in preparing and compiling payment requests, invoices, and supporting documents related to short-term employment (cash-for-work) participants and service providers.
• Support timesheet collection, attendance tracking, and documentation required for CfW payments.
• Ensure accuracy, completeness, and timely submission of administrative and financial documentation.
• Maintain confidentiality of financial, HR, and beneficiary records.

4. Communication and Coordination

• Act as a focal point for administrative coordination between INITIATE staff, UNRWA teams, and project beneficiaries in Sibline.
• Coordinate meetings, schedules, invitations, and agendas in collaboration with UNRWA counterparts and project teams.
• Ensure timely communication and follow-up with field teams and partners on administrative and logistical matters.
• Support coordination with UNRWA Mou team and relevant stakeholders to facilitate smooth implementation of activities.

5. Monitoring and Reporting Support

• Collect and compile beneficiary data, attendance records, and activity documentation.
• Support the M&E team in organizing and filing monitoring tools and supporting documentation.
• Provide administrative inputs required for internal and donor reporting.
• Ensure all documentation is properly maintained for audit and verification purposes.

1. 4. Confidentiality:

The contractor will not, without the prior written approval of The Community Organization for Development and Empowerment-INITIATE, disclose to any person other than Initiate, any confidential information, including that which relates to this agreement or the services under this agreement. 

In giving written approval, Initiate may impose such terms and conditions, as it thinks fit.

1. 5. Rights to use Deliverables

1. Consultant do not have the right to use any of the delivered materials for any other similar work.
2. All the produced materials can be used only by The Community Organization for Development and Empowerment-INITIATE and written approval from Initiate needed if consultant requested to use the delivered materials for other works/Activities.

1. 6. Termination

Without limiting any other rights or remedies the Parties may have against the other Party arising out of or in connection with this Agreement, either Party may terminate this Agreement (in whole or part) by thirty (30) days written notice if:

• Either Party commits a material breach of this Agreement and does not remedy that breach within ten (10) Working Days of that breach being notified to the other Party;
• Either Party notifies the other Party that it can no longer carry out any of its.
   

Upon terminating this Agreement, TCODE-INITIATE will not be liable to pay compensation in any amount which would, in addition to any amounts paid or due, or becoming due, be greater than the total Fees payable to the Consultant under this Agreement.
 

Upon receipt of a notice of termination, the contractor will:

1. Immediately stop work as specified in the notice and render an invoice to Initiate detailing the costs of Services and hours spent to date, prior to termination; and

2. Take all available steps to minimize loss resulting from that termination and to protect The Community Organization for Development and Empowerment--INITIATE Material and the Contract Material.

Following termination or expiration of this Agreement the Parties agree that:

1. Accrued rights and remedies of a Party will not be affected; and
2. Each Party must return the Confidential Information of the other Party (if any) in that Party’s possession or control;
3. All rights of the contracted granted under the Agreement will terminate; and
4. The Consultant must deliver up to The Community Organization for Development and Empowerment--INITIATE all copies of INITIATE Material and Contract Material in the possession, custody or control of the Consultant.

1. 7. Conditions and Management

The contracts for all personnel are made by INITIATE according to its rules and regulations. The consultant will report to the Program Manager and to the Financial and Administrative Manager.

The Organization management retains the right to suspend payment on non-compliance of terms or in the event of poor-quality work. These decisions will not be taken arbitrarily but in consultation with all relevant stakeholders.

1. 8.  Code of Conduct, PSEA, and Child Protection

The consultant is required to adhere to the highest ethical and professional standards at all times.

a. Code of Conduct

The consultant must:

• Act with integrity, honesty, and respect toward all individuals
• Avoid conflicts of interest
• Respect diversity and inclusion
• Maintain confidentiality of sensitive information
• Uphold the organization’s reputation and values

b. Protection from Sexual Exploitation and Abuse (PSEA)

The consultant must:

• Comply with a zero-tolerance policy toward sexual exploitation and abuse
• Not engage in any form of sexual activity with beneficiaries, especially those in vulnerable situations
• Not exchange money, employment, goods, or services for sexual favors
• Report any suspected SEA incidents immediately through established reporting mechanisms
• Participate in mandatory PSEA training if required

c. Child Protection

The consultant must:

• Safeguard the rights and well-being of children at all times
• Not engage in any form of abuse, neglect, or exploitation of children
• Ensure all interactions with children are appropriate and respectful
• Immediately report any concerns or suspicions of child abuse
• Follow all organizational child safeguarding policies and procedures