Operations Assistant

Background

INARA is a 501(c)(3) nonprofit organization that provides essential medical and mental health support to children affected by human-induced or natural disasters. Founded in 2015, INARA operates in Lebanon, Palestine, Egypt, Afghanistan, Ukraine, Syria, and Türkiye, with plans to expand into Sudan and Yemen.

The organization's areas of intervention include comprehensive medical services, mental health and psychosocial support, education in emergencies, economic empowerment, WASH (Water, Sanitation, and Hygiene) initiatives, and rapid emergency response. INARA emphasizes long-term care, ensuring that children receive continuous treatment and rehabilitation.

Mental health programs focus on addressing trauma through therapy, psychoeducation, and community-based support. Educational initiatives offer remedial learning, teacher training, and community-led schooling for displaced children. Economic empowerment programs provide vocational training and entrepreneurship support to help reduce dependency on humanitarian aid. WASH interventions aim to secure clean water, sanitation, and hygiene facilities to prevent disease outbreaks. Additionally, INARA's emergency response efforts include the rapid deployment of medical teams, distribution of essential supplies, and crisis intervention.

INARA’s work in Lebanon includes providing medical and psychosocial support to children and families in need. The Operations Department supports the effective implementation of programs through procurement, logistics, human resources, finance, and administrative functions.

Position Overview

The Operations Assistant will provide day-to-day operational support to ensure smooth implementation of INARA’s activities in Lebanon. This includes assisting with procurement, administration, HR, and finance tasks under the supervision of the Operations Officer and in coordination with relevant departments.

The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced humanitarian environment.

Key Responsibilities

1. Procurement and Logistics

• Assist in preparing and processing Purchase Requests (PRs), Purchase Orders (POs), and Request for Quotations (RFQs) in accordance with INARA’s Procurement Policy.
• Support in collecting and evaluating quotations, ensuring procurement documentation is complete, accurate, and compliant.
• Maintain and update the procurement tracker, ensuring timely follow-up on orders and deliveries.
• Coordinate delivery and receipt of goods and services, ensuring inspection and proper documentation (Delivery Notes, Goods Received Notes, etc.).
• Support the inventory and asset management system, keeping accurate records of supplies, office equipment, and consumables.
• Liaise with suppliers, service providers, and vendors to ensure smooth procurement and contract follow-up.

2. Administration and Office Management

• Assist in managing office supplies and utilities, ensuring adequate stock and timely replenishment.
• Support the organization of meetings, workshops, and training sessions (venue booking, refreshments, logistics).
• Maintain organized filing systems (both physical and electronic) for administrative, procurement, and HR documents.
• Support in drafting correspondence, scanning, photocopying, and other administrative duties as needed.
• Ensure that INARA’s offices and equipment are kept in good working order, coordinating repairs or maintenance when necessary.
• Handle travel arrangements for staff (transportation, accommodation, per diems, etc.) following organizational policies.

3. Human Resources Support

• Assist with recruitment processes, including posting job advertisements, collecting CVs, scheduling interviews, and maintaining candidate files.
• Support in onboarding and orientation of new staff, ensuring HR documents and forms are properly completed and filed.
• Maintain staff attendance and leave tracking systems, ensuring accurate and updated records.
• Support the HR team in maintaining confidential personnel files and updating contact lists and emergency information
• Help in organizing staff capacity-building sessions, team meetings, and retreats.

4. Finance and Accounting Support

• Assist in preparing and collecting payment requests, invoices, receipts, and supporting documentation for review and processing.
• Ensure proper coding of expenses in accordance with INARA’s Chart of Accounts and donor requirements.
• Support the monthly financial reporting process by ensuring documentation completeness and filing.
• Help track petty cash transactions, ensuring accuracy, timely replenishment, and reconciliation.
• Liaise with suppliers and service providers to collect invoices and payment confirmations as needed.
• Assist in audit preparation by ensuring all operational and financial files are properly documented and accessible.

5. Compliance and Coordination

• Ensure all operational activities comply with INARA’s policies, donor regulations, and audit requirements.
• Maintain confidentiality and uphold INARA’s safeguarding, child protection, and code of conduct policies in all operations-related work.
• Support the Operations Officer in maintaining smooth coordination between program, finance, and administrative teams.
• Contribute to continuous improvement of operations workflows and identify areas for greater efficiency.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Logistics, Accounting, or related field.
• Minimum 2 years of experience in administrative, logistics, procurement, or finance roles, preferably in NGOs or international organizations.
• Knowledge of procurement, finance, and HR best practices in the humanitarian sector.
• Strong computer skills (MS Office, especially Excel; experience with QuickBooks or accounting software is an advantage).
• Excellent organizational, time management, and communication skills.
• Ability to work under pressure and handle multiple tasks simultaneously.
• Fluency in Arabic and English (both written and spoken).

Working Conditions

• Based in INARA’s Beirut office, with occasional travel to field sites as required.
• Standard working hours (Monday–Friday), with flexibility in emergencies or during peak periods.