Administration Assistant

Work Context:

Sonbola is a startup grassroots NGO that focuses on delivering educational programs, specifically to fill the gaps of Syria’s education crisis and address the education of Syrian refugee children and youth, with a special focus on quality and sustainability. Sonbola has three main programs: Taleem, Tamkeen, and Tadreeb. These programs focus on NonFormal Education (NFE), support for Formal Education, and building the capacity and professionally empowering Syrian educators.

Position Purpose:

 The overall purpose of the Administration Assistant position is to provide support to the management team in Beirut, through coordinating logistics and communications with Sonbola’s field staff and partners. The Administration Assistant will be responsible for ensuring the functioning of Sonbola’s administration in order to effectively and meaningfully deliver programs. This will include efficiently managing the office, supporting the communications, day to day finance work and research assistance.

Major Responsibilities:

The main responsibilities of the Administration Assistant include coordination of logistics and operations, research and reporting, contacting partners and stakeholders, and assistance in the areas of day to day finance and communications. Responsibilities should be handled and applied within the spirit of Sonbola’s mission, vision, and scope of work.

 

1- Logistics and Operations

a. Support Executive Director with communications between Sonbola field and main office

b. Ensure the effective maintenance and supply of Sonbola’s office services and resources

c. Manage day to day records of office services and supplies

d. Organize transport, training and other logistical arrangements for Sonbola staff and volunteers

e. Suggest development plans and future steps to enhance efficiency

 

2- Research and Reporting

a. Support Management team and field staff to provide reports to donors and partners

b. Conduct research on grant and funding opportunities

c. Assist in the development of proposals and papers

 

3- Partnerships and Networking  

a. Research opportunities for potential partnerships and areas of collaboration with organizations, agencies and the local community

b. Maintain strong relations with Sonbola’s existing partners and stakeholders through regular communications and reporting

c. Develop and coordinate Sonbola’s volunteering program through identifying opportunities, recruiting and orienting volunteers

b. Represent Sonbola in meetings when needed

 

4- Communications  

a. Support Communications Coordinator to prepare social media and marketing materials

b. Archive all the needed communication, meetings and files

 

5- Finances  

a. Support Accountant to manage and budget for all office supplies and services

 

6- Other Responsibilities

 a. Undertake field visits to Sonbola programs to assist with events and meetings when necessary