Administrative Assistant

Job Title : Administrative Assistant

Reports To : Executive Director

Time Basis : Full-time position

Period :  Fixed term

Location : Beirut, Lebanon with travel to other areas, as required

Compensation : Based on skills and experience

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.

Major Responsibilities :

The main responsibilities of the Administrative 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 developemt 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.

D. Represent Sonbola in meetings when needed.

4. Communications 

A. Support Communications Officer 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 Responsiblities 

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