Admin officer

Beyrouth, Liban

CONTEXT

IECD (Institut Européen de Coopération et de Développement) is an international solidaritynon-governmental organization founded in 1988, operating in the field of social and economic development in partnership with local institutions. IECD’s main sectors of action are vocational training and professional integration, assistance to micro and small enterprises and access to education and health for the most vulnerable. In Lebanon, IECD has been operating since 1989, and has been leading projects throughout the whole country.

Semeurs d’Avenir (SDA) is a Lebanese association, created in 2010, registered under the number 1905. It is the operational partner of IECD in Lebanon.

Semeurs D’avenir follows zero tolerance policy for fraud, bribery, corruption, and conflict of interest. Semeurs D’avenir owes it to the communities to condemn fraud, bribery, corruption, and conflict of interest, therefore for any complaints on these matters an email can be sent to: [email protected]

SDA has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries. Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility, and all staff are required to adhere to the Code of Conduct, always (both during work hours and outside work hours). Familiarization with, and adherence to, the Code of Conduct is an essential requirement of all staff, in addition to related mandatory training.

IECD and semeurs d’avenir wish to recruit an Admin officer to support the HR and Admin Department.

Mission

Under the supervision of the HR and Admin Manager, the Admin officer will be responsible of the following:

Administrative – Coordination

•  Coordinate administrative procedures related to work errands as requested for the post office, bank, National Social Security, General Security, Ministry of Finance, Suppliers and IECD & SDA Collaborators.
• Follow up with the admin assistant on the completion of every administrative procedure related to the errands mentioned above and ensure a good documentation.
• Maintain office filing and storage systems.
• Maintain and regularly update the office equipment and asset inventory list
• Support the preparation and organization of documentation required for internal and external audits
• Assist HR team with the HR admin tasks.

Administrative Systems and Process Improvement

• Contribute to the development and drafting of new administrative policies and procedures to strengthen internal governance and operational efficiency.
• Support the structuring and development of the Administration Department, including the establishment of clear roles, processes, and workflows.
• Lead and support the digitalization of administrative processes and documentation to improve efficiency, traceability, and information management across the organization.

Staff Support

Assist teams in preparing administrative documentation such as quotations, invoice templates, and supporting documents when required Coordinate insurance documentation related to staff medical coverage, vehicles, and office premises, including requesting, filing, and distributing policies and following up with the organization’s broker on pending requests.

Communication and events

Lead the organization’s events planning and implementation. Update and maintain databases such as mailing lists, contact lists and partners information.

Office maintenance and supplies

• Assign tasks to the cleaning staff assuring the tidiness of the office.
• Gather the office supply needs and place the order with the relevant suppliers.
• Prepare payment requests related to office equipment, supplies, and operational expenses.

• Follow up with the service providers regarding office hardware maintenance (printers, elevator, laptops, etc..)
  Act as the focal point with the external IT support provider and ensure technical issues are addressed in a timely manner.Ensure office equipment is properly maintained and operational.
• Ensure office operations run smoothly by coordinating internal administrative needs.

Fleet Management

• Ensure that all the organization cars are well maintained and operational while coordinating with the Admin Assistant to ensure regular maintenance, documentation, and follow-up with service providers.
• Prepare a maintenance plan and follow up with the Admin assistant on the maintenance of the organization’s fleet.

Profile / Education:  

• Bachelor’s degree in human resources, business or management.

Experience:s

• 3 to 5 years of proven experience in administrative work.
• Experience with governmental facilities and Visa paperwork is a plus.
• Experience in HR is a plus.

Skills:

• Very good oral and writing skills in French and English is required, knowledge of Arabic is essential
• Proficiency in MS office applications (Excel, world, PowerPoint, etc.…)
• Knowledge of the Lebanese Administration offices
• Knowledge of facility Management
• Good negotiation skills

Qualities:

• Autonomous, organized and rigorous
• Intellectual curiosity, versatility and ability to adapt
• Developed sense of human relations and communication, ability to manage intercultural relations
• Leadership, teamwork and pedagogy with a view to “transfer of skills”
• Strong interest and motivation for international solidarity

CONDITIONS

Period of employment: 1 year renewable

Position based in Beirut, with possibility trips in the country

Salary range: 1000-1500  USD

 We offer reasonable accommodation for the person with disability depending on the individual’s need

Fill the application form and upload your cv and cover letter

Applications will be reviewed on a rolling basis.