وظيفة: Admin Officer – ضابط إداري

The Friedrich-Ebert-Stiftung (FES) is currently recruiting an Admin Officer for its Regional Project on Peace and Security in Beirut, Lebanon. The Friedrich-Ebert-Stiftung (FES) is an international non-profit organization committed to the values of social democracy and is the oldest of Germany's political foundations. In the Middle East and North Africa, FES opened its first office in 1966 in Lebanon. FES currently maintains offices in ten countries of the region. FES cooperates with a wide range of partner institutions representing civil society and the political sphere in order to establish platforms for democratic dialogue, organize conferences, hold workshops and publish books and policy papers on current political questions related to the subject.

The Admin Officer manages the efficient functioning of the project administration, maintains public relations and is responsible for the overall administrative office organisation. He/She works under the supervision the project director and in a team of programme managers.

Admin related responsibilities:

• Supervises the security and working condition of the office and its installations and instructs the support staff according to the needs and norms of the Foundation;
• Collects offers and places orders for utilities in the office;
• Maintains personnel files, follow up on monthly time-sheets;
• Settles and/or supervises the settlement of all sorts of administrative affairs with Lebanese authorities;
• Collects, documents and regularly updates all relevant information (regulations, procedures, contacts and steps undertaken) in this respect; this may include required translation;
• Maintains project files and files mail, correspondence and physical as well as electronic documents and databases according to current rules and regulations;
• Assist and follow up with Program Managers on all needed logistics (getting offers, contacting suppliers, handling process till the end..)

Finance related responsibilities:

• Contact team and project managers for monthly money requests, to be able to settle all payments during the month and ask for funds from finance officer.
• Processing of daily payments related to the office and all projects, and logging them in the cash book.
• Checking that all needed documentation is provided for payments to be processed
• Handling of daily cash and closure of cash at the end of each month

Communications related responsibilities:

• Oversees and ensures the adequate announcement and timely dissemination of any and all FES activities to targeted audiences and/or the greater public, and the publication and distribution of outcomes and results of such activities;
• keeps planning documents updated accordingly;
• Supervises the layouting, regular upload and updating of all publications and public relation material on the FES website and any social media channels according to FES corporate identity, norms and communication strategy;
• Promotes relevant publications and social media content in suitable ways on national and international levels;
• Maintains and develops an image database of relevant photos, images, illustrations and icons that can be used for publications;
• Develops and maintains distribution channels for FES publication and other printed material in coordination with Program Managers and regularly updates information related to outlets.

Required Profile

• Highly motivated individual with a minimum of three years of relevant work experience handling communications-related responsibilities; preferably with a University Degree, preferably in Marketing or Communication Studies;
• Self-directed multi-tasker with strong programme management and organizational skills, ability to prioritise and perform duties with an attention to detail in a fast-paced environment with a problem-solving attitude;
• Solution-focused team player; team player with the confidence to take the lead and guide other employees when necessary;
• Ability to establish and maintain efficient relationships with colleagues, partner organisations, public and government personnel, as well as service providers;
• Outstanding communication skills; excellent written and verbal skills in Arabic and English, preferably French, knowledge of German is an asset;
• Demonstrated creativity and proficiency in content marketing and publishing;
• Proficiency in relevant IT and software application including social media, website management and database systems;
• Commitment to mission of FES and the values of social democracy.

Conditions

Status: local employee with fixed-term contract (according to the duration of the project, extendable in case of continuation of the Foundation’s project activities in Lebanon).

Contract Type: Full-time, payment of net salary in USD fresh and cash

Beginning: March 2023; a probation period of three months applies.

Duration: commitment for 2 years (extendable).

Job location: Beirut, Lebanon