Administrative Officer - (4.5 months assignment)

ABOUT INJAZ LEBANON

INJAZ Lebanon is a non-profit organization, an affiliate of Junior Achievement (JA) Worldwide, with a mission to equip youth with the skills and mindset they need to become the entrepreneurs and business leaders stimulating their communities. It is also a member of INJAZ Al-Arab, a regional network of 14 countries across the MENA region. INJAZ Lebanon delivers programs in partnership with the business sector focusing on entrepreneurship, work readiness and financial literacy.

Position Summary

As an Administrative Officer, you will be based in INJAZ Lebanon Beirut office and responsible of:

1. Accounting & Financials Activities (30% of Full-Time)
2. Logistics Activities (30% of Full-Time)
3. Agreements Management (5% of Full-Time)
4. Assets management (5% of Full-Time)
5. Other Admin Tasks (30%)

Responsibilities

Accounting & Financials Activities (30%)

• Performs transactions including purchases, receipts and payments
• Handles Beirut petty cash
• Ensures filing and bookkeeping of accounting transactions – Soft and Hardcopy
• Prepares invoices, receipts and payments
• Performs monthly Bank and Cash Reconciliations

Logistics Activities (30%)

• Establishes a clear procurement plan ensuring that requests are managed effectively ensuring sufficient time is provided to complete all necessary processes
• Initiates and track procurement process
• Assists in purchasing activities from request of goods/services to payment and delivery
• Assists in preparing necessary purchasing documents
• Prepares bids document with the support of the Finance & Admin Manager and compiles quotations in comparative tables
• Creates a vendor list for IL by listing current suppliers & service providers and identifying new ones
• Ensures compliance with IL and donors procurement procedures
• Supports in organizing events, meetings, trainings
• Procure office and cleaning supplies
• Provides assistance with travel arrangements and travel reports (tickets, hotel bookings, petty cash and reimbursements)

Agreements Management (5%)

• Ensures all third parties have a valid agreement
• Collects needed documents from third parties and ensure their related files are updated regularly and are complete
• Ensures that agreements tracking sheet is up-to-date

Assets Management (5%)

• Ensures all IL assets are properly registered on the tracker (Date of purchase, Code, Area allocation, Owner allocation)
• Ensures all employees of IL have their Assets acquisition list submitted and updated
• Makes sure all assets are tagged
• Reconciles quarterly the assets of IL and make sure they are in good condition
• Prepares management reports on condition of assets and transfer when needed

Other Admin Tasks (30%)

• Ensures proper document circulation among team members, board members and third parties when needed
• Gathers monthly timesheets and other documents from the areas
• Gathers all HR, Financial and Admin related documents and make sure to file them properly - Soft and Hardcopy
• Makes sure rent contracts of IL offices are up-to-date, signed, filed and registered before the legal authorities
• Attends team meetings
• Undertakes other related duties, as assigned or requested by their line manager and team members

Position Qualifications:

Required: 

17. Bachelor’s degree in Business Management or equivalent
18. 1 - 2 years’ work experience
19. Strong organization and planning skills
20. Trustworthy and detail-oriented
21. Computer literacy
22. Self-motivation and an entrepreneurial attitude
23. Sincere interest in the mission of INJAZ Lebanon
24. Excellent English and Arabic