ROLE TYPE: 1 year FTC

LOCATION: Beirut, Lebanon

REPORTING TO: Support Services Manager

CLOSING DATE: 11th September 2024

About Ark

ARK is a social enterprise, empowering local communities through the provision of agile and sustainable interventions to create greater stability, opportunity and hope for the future.

We believe that strong, resilient communities are the foundation of local, national, regional and international development and stability - and ultimately a safer, peaceful and more prosperous world. At ARK, we have delivered research and programmatic interventions validating this approach in over twenty countries since 2008. As a social enterprise we work in partnership with communities, our donors, and other implementers to build local capacities, generate opportunity and bring about sustainable change.

Learn more about our impact here: https://www.ark.international/impact

About The Role

ARK's Corporate Services department provides general guidance, administrative and financial support services to all other departments, ensuring compliance with internal governance obligations and procedures. The department is also responsible for leading and managing logistics, procurement and tendering processes, and ensuring adherence to relevant donor policies and regulations. We're now recruiting an Administration Assistant to support project implementation and provide procurement, logistics, travel, administrative support and procedural guidance.

What You'll Be Doing

Support the in-country Logistics & Procurement Department with administrative duties including:

• Assist in the day-to-day operations of the ARK Lebanon office, including purchasing office supplies and petty cash items for project purposes
• Assist the Logistics & Procurement Department in obtaining quotations from suppliers
• Assist in the preparation of handover forms for assets and assisting with data entry of equipment handovers and returns
• Assist the expansion of the local supplier network and updating internal supplier list
• Document filing by creating and maintaining folders in accordance with ARK filing practice
• Oversee minor office maintenance tasks
• Maintain running stock count of consumables (stationery and office supplies)
• Support with meeting and event organisation logistics
• Secure and follow up on outstanding signatures for procurement and logistics documentation
• Execute payment requests on SharePoint
• Supervise the office cleaner and provide instructions on any issues to ensure the office remains clean and organized
• Track and follow-up on office monthly expenses and office vehicle fuel invoices
• Plan and make logistical arrangements for environmental initiatives for the office
• Set up and register ARK staff computers and other IT devices
  
  
  

Support the in-country HR Department with administrative duties including:

• Conduct initial checks on supporting documentation related to consultancy invoices
• Assist in scheduling interviews and preparing meeting rooms
• Help maintain accurate personnel records (staff and consultants)
• Aid in completing personnel insurance documentation
• Assist in following up on required documentation signatures
• Support with tracking various key HR data such as leave balances, contract end dates etc
  
  
  

Requirements

Competencies

• Communication - The ability and willingness to align one's own behaviour with the needs, priorities, and goals of the organization, and to act in ways that promote the organization's goals or meet organizational needs
• Teamwork - The ability to work effectively as part of a team, including the ability to collaborate, build relationships, and contribute to a positive team dynamic
• Attention to Detail - Closely observing and managing small aspects of tasks, ensuring accuracy and precision in work
• Planning and Organising - The ability to develop clear, efficient and logical approaches to work
  
  
  

Essential Skills And Qualifications

• Fluency in written and spoken Arabic and English
• Prior experience working in a similar administrative or project support role
• Computer literacy in Microsoft Office programs (Word, Excel and Outlook).
• Flexibility and ability to work under pressure to meet tight deadlines.
• Ability to set priorities, organise time efficiently and work independently on several tasks simultaneously
• Experience working with sensitive information, with the ability to maintain the highest level of confidentiality
  
  
  

Desirable Skills And Qualifications

• Experience working in a similar role with an international donor such as HMG, USG or GAC
  
  
  

Benefits

Why join ARK?

• Impactful Work: Your expertise will directly impact the lives of those in need.
• Global Reach: Collaborate with international experts and local stakeholders.
• Innovation: Engage in pioneering solutions for sustainable change.
• Career Growth: Expand your horizons with varied projects and challenges.
  
  
  

Our People

Our team covers a diverse range of professional backgrounds, from diplomacy, humanitarian, development and the military, to the UN, civil society groups, multilateral organizations, journalism and the private sector.

Smart: We think deeply about things. We're proud of our institutional knowledge and our grounding in rigorous research, which we use to make informed decisions.

Humble: Our work leaves little room for pride or arrogance. Our operating environment is constantly evolving, and we recognize out limitations. We believe in and rely on the education and experiences of others while remaining quick to read, invite feedback, and ask sensible questions.

Accountable: Each of us want ARK, its partners, and beneficiaries to succeed. This means taking initiative, assuming ownership when necessary and never giving up on our beneficiaries. We are committed and accountable, to both our donors and the communities we serve.

Collegiate: We know we are stronger together and that every contribution counts. We trust each other and always support each other.

Outspoken: We tackle diverse challenges, and we always want to find the best solution to a problem. We aren't afraid to share our opinions, and we want to hear those of others too.

ARK Group is an equal opportunity employer. We actively seek a diverse applicant pool and encourage candidates of all backgrounds to apply. ARK Group does not discriminate on the basis of ability, age, gender identity or expression, national origin, race and ethnicity, religious beliefs or sexual orientation. We welcome all kinds of diversity. ARK Group places human dignity at the center of its development and stabilization work and is this committed to the protection from sexual exploitation and abuse of children and adults. All ARK Group employees and related personnel are expected to share this commitment and only those who also uphold these values will be recruited as part of our team. This vacancy is therefore subject to a range of due diligence checks.