REQUIRES A COVER LETTER?: yes

APPLICATION SUBMISSIONS GUIDELINE: Interested candidates with the required competencies and experience should send an:

Updated CV & cover letter to info@theaproject.org by end of Thursday, September 1st, 2022, with the subject line: Administrative and Logistics Officer.

• CVs must include two reference persons from previous employments / internships that can speak of the candidates abilities.
• The cover letter should expand on the CV and express interest in this position, how their experience makes them good candidates for this position, and the earliest start date

Note:
- Granted they have the skill and experience, cis and trans women, trans men, and gender non-conforming people are given priority hiring
- Applications without cover letters will not be considered
- If shortlisted, applicants will be contacted within one week of the closing of the application deadline in order to schedule for an interview.

DESCRIPTION: 

We are looking for a part time (30 hrs/week) Administrative and Logistics Officer to join our team at The A Project. The A Project, a non-profit non-governmental organization based in Lebanon, works on sexuality, gender justice, and sexual and reproductive health and rights (SRHR) and we envision a society where women and gender non-conforming people’s sexuality and mental health are reclaimed, cared for, respected, recognized in their diversities, and not weaponized against us.

We are looking for a Administrative and Logistics Officer who can implement administrative, logistics and procurement activities. This job needs to be held by someone who is capable of coming up with solutions, organized, tech savvy, able to plan and manage their own activities, and good at working with external parties (vendors, accountants, lawyers, ministry officials). The Administrative and Logistics Officer will work closely with and report to the Executive Director.

The A Project is a small team with a big membership base. Similarly to the breakdown of our group, we particularly encourage cis and trans women, trans men, and gender non-conforming people to apply.

On administrative and primary HR activities

• Procure and/or renew staff’s private health insurance plans
• Design systems to keep track of staff work days, sick leaves, and vacations
• Keep internal manuals and policies up to date based on outcomes from meetings and retreats
• Make sure Team Calendars, both online and offline, are regularly updated and in sync
• Schedule meetings and interviews and include Zoom links where applicable
• Initiate process of resigning staff contracts in a timely manner
• Coordinate documents with other parties such as lawyer, insurance company, bank, accountant, ministries
• Maintain hard copy and electronic filing systems; to ensure integrity and continuity of data/information.
• Create a system to enhance the security of the space, finances, and digital files
• Assist in taking meeting minutes and sharing them with the team
• Assist in keeping an up-to-date inventory of the donations room and in distribution of donation items
• Perform other urgent duties as assigned by supervising officers.

On logistics and procurement

• Set up new staff members with the electronics and programs needed for their work (laptops, software, monitors, microphones, video cameras, etc.)
• Liaise and coordinate with printers for big print needs (retreat booklets, pamphlets, brochures …etc)
• Liaise, negotiate, and request bids and quotes from vendors
• Prepare purchase requisitions necessary for office or as requested by project staff.
• Inspect accurately and timely, goods, services and works procured in order to team specification.
• Coordinate the maintenance and upkeep of office supplies and electronics (laptops, phones…etc)
• Liaise and coordinate with venues for food, accommodation, and conference meeting spaces
• Liaise and coordinate issuing travel related documents for guests and team for work meetings or events
• Assist in setting up meeting spaces, making sure they are equipped for people’s accessibility requirements

On maintenance of the space

• Create a budget for expenses related to the space (supplies, maintenance costs, bills, and so on)
• Procure and keep record of office supplies (stationary items, groceries, cleaning products, etc.)
• Make timely arrangement to maintain internet faults, office building, furniture, fittings and equipment.
• Coordinate the fixing or replacing of broken items, such as electricians, plumbers, carpenters, IT repair
• Create a schedule for space maintenance and care (recycling system, ACs upkeep, generator)
• Create a system for communal use of the space (reserving rooms, borrowing items, food sharing, etc)

Qualification and Professional Experience:

• Grade Twelve (12) School certificate. OR .Bachelor’s degree in logistics, business administration, supply chain management/management studies, or any other related field. (required)
• Specialized training in administration and logistics operations and practices (desirable).
• Previous administrative and logistical support experience is an added advantage (required).
• At least 2 – 4 years professional experience in a similar position (desirable).
• Ability to write, speak, read and type in Arabic and English (required).
• Ability to use microsoft office and google suite skills (required).
• Ability to respond effectively to time sensitive demands and inquiries (required).
• Must be able to plan, prioritize, and manage their own activities and office workflow even when working under tight deadlines (required).
• Must be willing and able to adapt to changing work requirements and priorities that may require overtime or extended hours, in which time off will be given (required).

_______________________

CONTRACT TYPE: Part Time

PERIOD OF EMPLOYMENT: 3 months, renewable for a year based on performance

SALARY RANGE: 800 to 1200 (USD)

COUNTRY/CITY: Lebanon

Daleel Madani Call: https://daleel-madani.org/civil-society-directory/project-mshrw-llf/job…