Education Admin Assistant - Beirut

Job Description

Under the direct supervision of the Education Senior Program Manager, and indirect supervision of the Education Coordinator, the Administrative Assistant will support in raising purchase requests for all program needs, support in drafting proposal budgets, review BVA monthly transactions and update accordingly relevant spending and procurement plans.

Major Responsibilities:

Documentation and supplies:

- Provide direct administrative support to EDU team including copying, dissemination of documents, preparation of expense reports, etc. - Provide direct support to EDU team members regarding timesheets, attendance, payments, etc. with close follow-up and track record. - Coordinate with the Senior program Manager and contact the two education field offices for national support in procurement, supply chain, human resources, finance, monitoring and evaluation and general operations. - Filing and documentation: develop and maintain a transparent and easy to access online filing system for office documents (HR department, Supply Chain, Finance).

Schedule, meetings, and travel

- Maintain detailed schedule management for the EDU team, including local and international travel for meetings/workshops/training. - Organize EDU team members’ staff external meetings, local and international conferences, and workshops, including venue logistics, travel, and transportation. - Book domestic and international travel arrangements (flights, accommodations, and transportation) as requested by the EDU team in coordination with Admin department. - Coordinate and schedule all necessary calls/meetings with partners, donors, and internally, regionally, and with HQ, as needed and requested. - Attend meetings as requested to record minutes and follow up on actions as needed and circulate them among the team.

Visitors’ Coordination

- Ensure all visitors’ documentation is submitted in a timely manner. - Ensure timely booking of visitors’ accommodation, transportation, etc. - Manage and maintain detailed visit schedules for visitors. - Liaise with security and relevant units for visitor logistics. - In coordination with the EDU team and relevant colleagues ensure that all visits have needed documents and briefing notes.

Training Coordination:

- Ensure timely planning and booking of venues and refreshments. - Follow up on invitations, participants’ attendance, certificate of completion, etc. - Ensure timely provision of all training material, printing, and supplies. - Ensure timely logistics support for the training as needed.

Admin:

- Track emails, purchase requests, expenses, Volunteer’s payments etc. - Provide Proof lists (recharge cards tracking, distribution items tracking…) for Finance. - Follow-up on Volunteers Contracts, supporting docs and their signatures from the DDO when applicable. - Prepare all needed requests and On Boarding Meetings for new joiners.

Finance:

- Monitor the Education program expenses including updating the internal PR tracking sheet and comparing it with the tracking sheet shared by support colleagues. - Support in preparing monthly salary mapping - Prepare budget’s spending plans and follow up on the execution in coordination with field managers.

Supply Chain:

- Coordinate with Field Managers and raise Purchase and payment requests for Bekaa and Akkar field offices. - Follow-up on Inventory with field managers. - Maintain inventory lists and work with supply chain to make sure that the national office and field offices are supplied with essential goods. - Compare Purchase Request Tracking Sheet (PRTS) with the internal expenses tracking sheet and make the necessary updates. - Prepare Procurement Plan (Meeting with Field Leads) in coordination with EDU managers and/or Partners and sharing it with SC with close follow-up on update and execution. - Coordinate with Supply Chain focal points regarding quality, packing of items as well as delivery dates with suppliers in coordination with EDU managers.

Other:

- Liaise with other departments as required. - Other administrative duties supporting Education Program.

Key working relationships:

- Position reports to: Senior Program Manager - Position directly supervises: None - Indirect Reporting: Education Coordinator - Other Internal and/or external contacts: - Internal: Education team - External: None

Qualifications

- Bachelor’s degree in business administration, business management, or any related relevant field. - Minimum 1 year of professional experience in office administration or office management. - Self-motivated, honest, highly responsible, and punctual. - Ability to improvise and be flexible when needed. - Ability to work and meet deadlines under pressure. - Excellent organizational skills, flexibility, integrity, and ability to multi-task in fast-paced working environment while maintaining attention to detail. - Works well in and promotes teamwork, comfortable in a multi-cultural environment. - Excellent interpersonal and communication skills, both verbally and in writing. - Fluency in English and Arabic, oral and written. - Demonstrated proficiency in Microsoft Office Word, Excel, PowerPoint, and Outlook.

Travel and other requirements: The position will be based in Beirut, with some travel required between the governorates and the main IRC office in Beirut when needed.