Administrative Officer

Main tasks: 

Inventories & Purchasing:

• Do the regular inventory for office asset and supplies, and ensure proper documentation on Inventory IN/OUT Sheet on each stock taking
• Execute all purchases in coordination with the Production & Operation department when needed  in coordination with the Production & Operation Manager (food, beverages, refreshments etc.) 
• Verify that procurements and purchases are implemented in line with Zoukak Guidelines, standards and procedures 
• Validate suppliers’ selection sheets for all purchases requiring more than one quotation and ensure sign off and approval by relevant members when necessary
• Periodic review of suppliers & providers’ conditions (excluding technical): prices, services etc. to ensure optimal cost and operations

Payments:

• Execute all payments and validate the supporting documents (quotations, invoices, receipts, PVs)
• Organize all supporting documents as required by the Finance / Accountant
• Archive all payment supporting documents as per the prevailing guidelines
• Manage the office cashboxes: opening & closure
• Support the creation and closure of all cashboxes of all activities
• Manage exchange of currencies following the current guidelines communicated by the management

Contracts:

• Prepare all consultancy & service provider contracts in coordination with the executive Manager and Monitoring & Development Manager
• When needed and requested, provide Auditors / Zoukak management with contract copies for any spot checks/ tax declaration or other tasks 
• Ensure mapping between contracts and payments

General Administrative Aspects:

• Prepare monthly tax declarations (NSSF, R10..) in coordination with the auditor
• Follow-up the registration and the termination of any employees NSSF registration
• Ensure all official declaration are processed in due time in coordination with the auditor
• Ensure all proper administrative procedures and internal guidelines are correctly implemented
• Ensure the compliance of Zoukak transactions with prevailing taxation laws and regulations and liaise with the auditor as needed
• Manage international touring of Zoukak (logistics, accommodation, tickets, transport, other as needed) 
• Manage Zoukak artistic partners touring in Lebanon (transport, accommodation, restaurants, space for performance, other as needed)

Archiving:

• Archive contracts (soft & hard)
• File & archive the administrative documents, invoices, receipts, PVs, procurement files etc.
• Archive all NSSF & Tax documents  (soft & hard)
• Archive all official documents and official declarations

Qualifications and Requirements:

• Bachelor’s degree in Business Administration or any other related field.
• Minimum of 3 years’ experience in an Administrative position preferably in an NGO.
• Effective communication skills, both written and verbal (English and Arabic, French is a plus).
• Expertise in MS. Office (word, Excel & PPT).

Skills required:

• Writing skills
• Active Listening 
• Active curiosity (the ability and habit to apply a sense of wonder and a desire to learn more)
• Collaboration, and ability and willingness to work in a team
• Flexibility and adaptability
• Initiative and innovation
• Self-development
• Time management and ability to meeting deadlines 
• Real interest in the arts and knowledge in theatre in particular is a plus