Administrative Assistant

The ‘Legal Agenda’, www.legal-agenda.com a research based, non-governmental organization monitors law, the judiciary and public policy in Lebanon and the Arab Region to analyze it from a critical and multidisciplinary perspective.  The legal Agenda is seeking, for immediate employment in its office in Beirut, an Administrative Assistant Key responsibilities  Admin and Finance  Purpose: to provide financial and administrative services in order to ensure effective, efficient and accurate financial and administrative operations.   Duties and responsibilities include, but are not limited to:  Establishing and maintaining employees’ files, and ensuring the confidentiality and security of these files Maintaining a filing system for all financial documents, and list all suppliers’ financial statements and documents in a log book Distributing and recording pay cheques  Preparing financial reports for donors in an accurate and timely manner  Assisting with the preparation of year end accounts Developing and overseeing shared diary and planning systems in the central filing system Ensuring consistent HR administration, including personnel files, contracts, job descriptions, annual leave and sickness records and collating employees time sheets  Verify that transactions comply with financial policies and procedures Coordination:  Duties and responsibilities include, but are not limited to:  Planning of and arranging the Legal Agenda events, namely the monthly seminars and annual conferences  by coordinating logistics and communications Documenting and reporting on the Legal Agenda activities, by preparing periodic reports, and records on program updates, progress, status or other special reports for management or donors    Developing and scheduling program work plan in accordance with specifications and funding limitation Monitoring and approving program expenditures by ensuring that budget allocations are not overspent   Communication and outreach:  Duties and responsibilities include, but are not limited to:  Leading the development of the website (planning and implementation of the longer-term development of the website to ensure it achieves its objectives).  Day-to-day management of the Legal Agenda website, including updating and ongoing monitoring  Liaising and coordinating with the editorial committee members regarding the tri-mistrial magazine  Liaising with external advertising, design, printing, and distribution contractors  Managing the Legal Agenda facebook profile and twitter account  Widening the scope of the Legal Agenda outreach namely (lawyers, students, social media followers, activists, writers/contributors, etc…  Developing monitoring tools for outreach and interaction (website, facebook, twitter) and keep an updated log-book for interaction trends  Managing and updating database records (mailing lists, distribution lists, etc…)    Skills and Competence:  Essential: University degree in business management or business administration or any relevant field  Notable experience with national NGO in administration and follow up  Excellent oral and written communication and writing skills in English and Arabic Knowledge and skills in computer usage including power point and social media Preferable Demonstrated capacity of social and communication skills and ability to work with others and as part of the team Ability to work under stress and in a team   Working hours: 40 hours per week, 9am – 6pm (or 10am-7pm) Monday through Friday Lunch Break one hour    Leave Entitlement: 15 days per annum, subject to approval by Management. In addition there will be 8 statutory days leave.  Conditions of Employment: This post is for one year fixed term contract, renewable. However, it will be subjected to a 6 month probation period.