American Near East Refugee Aid jobs

<p><br></p><p>Job Overview The Senior Administration and Logistics Officer is responsible for the effective day-to-day administration and operational support of Anera Lebanon's Beirut office and for providing administrative and logistical support to programs and support departments. The position oversees and coordinates office facilities, logistics and movements, fleet, assets, inventory and supplies, administrative vendors, office events, and administrative support services. The role also supervises the Administration Assistant and cleaners/support staff, as applicable. The Senior Administration and Logistics Officer works closely with the Supply Chain Manager and coordinates with Operations, Security, Procurement, Finance, Programs, HR, and other departments to ensure that administrative and logistical services are delivered efficiently, timely, and in accordance with Anera policies, procedures, and operational requirements. The position requires strong organizational and coordination skills, attention to detail, sound judgment, problem-solving ability, initiative, and the capacity to manage multiple priorities. The role is expected to proactively identify administrative and operational needs, maintain accurate records and trackers, and provide regular reporting to the line manager.</p><p>Key Responsibilities</p><p>1. Office Administration and Facilities Management</p><ul><li>Oversee the day-to-day administrative and operational readiness of the Beirut office.</li><li>Ensure the office environment is organized, professional, clean, safe, functional, and ready to receive staff, partners, donors, and visitors.</li><li>Coordinate office maintenance, repairs, utilities, equipment servicing, cleaning, waste management, pest control, and other facilities-related requirements.</li><li>Conduct regular checks of office facilities and identify maintenance, safety, or operational issues requiring attention.</li><li>Coordinate with landlords, building management, maintenance providers, utilities providers, and other service providers.</li><li>Follow up on maintenance requests from identification through completion and ensure appropriate documentation is maintained.</li><li>Ensure meeting rooms, common areas, reception areas, storage spaces, kitchen areas, and other workspaces are properly maintained and equipped.</li><li>Support office moves, seating arrangements, workspace planning, storage organization, and other office changes as required.</li><li>Maintain an office administration and facilities tracker covering maintenance requests, office issues, service providers, and pending actions.</li><li>Escalate significant facilities, safety, or operational issues to the Supply Chain / Operations Manager and relevant departments.</li></ul><p>2. Logistics Coordination and Operational Support</p><ul><li>Coordinate day-to-day administrative and logistical arrangements for the Beirut office and other operational requirements.</li><li>Support transport planning and movement arrangements for staff, visitors, consultants, and other authorized personnel, in coordination with Operations and Security.</li><li>Coordinate logistics for field visits, including transportation, movement arrangements, accommodation where applicable, supplies, equipment, and other logistical requirements.</li><li>Support visitor and delegation logistics, including transportation, office arrangements, meeting requirements, and other practical needs, in coordination with the Senior Executive Support Officer and relevant departments.</li><li>Coordinate with Operations, Security, Procurement, Programs, Finance, and other relevant departments to ensure logistical requirements are identified and addressed in a timely manner.</li><li>Support logistical arrangements for trainings, workshops, meetings, staff events, retreats, and other organizational activities.</li><li>Maintain appropriate records of logistical requests, arrangements, approvals, and related documentation.</li><li>Proactively identify logistical constraints and escalate issues requiring management attention.</li></ul><p>3. Fleet and Transportation Management</p><ul><li>Coordinate the day-to-day administrative aspects of fleet and transportation management in line with Anera policies and procedures.</li><li>Coordinate vehicle allocation and use based on approved operational requirements and priorities.</li><li>Coordinate driver schedules and assignments, where applicable, and monitor vehicle utilization.</li><li>Maintain updated vehicle records, including registration, insurance, inspection, maintenance, and other required documentation.</li><li>Monitor vehicle maintenance schedules and follow up on servicing, repairs, inspections, and other maintenance requirements.</li><li>Track fuel consumption, mileage, vehicle usage, and related records and flag unusual or significant variances to the line manager.</li><li>Ensure vehicle logbooks and other fleet records are completed accurately and maintained regularly.</li><li>Coordinate with drivers, service providers, Operations, Finance, Procurement, and other relevant staff on fleet-related matters.</li><li>Follow up on vehicle incidents, damages, breakdowns, and other fleet issues and ensure appropriate documentation and escalation.</li><li>Maintain a clear fleet tracker and provide regular updates to the Supply Chain Manager on vehicle status, maintenance, documentation, utilization, and outstanding issues.</li></ul><p>4. Asset Management</p><ul><li>Maintain accurate and up-to-date records of Anera assets and equipment assigned to the Beirut office and relevant staff.</li><li>Ensure assets are properly tagged, recorded, issued, transferred, returned, and disposed of in accordance with Anera procedures.</li><li>Maintain complete documentation for asset handovers, transfers, returns, disposals, loss/damage reports, and other asset movements.</li><li><br></li></ul><p><strong>Desired Candidate Profile</strong></p><p>Qualifications and Experience</p><ul><li>Bachelor's degree in Business Administration, Management, Office Administration, Operations, Logistics, or a related field preferred.</li><li>Minimum 4 6 years of progressively responsible experience in administration, office management, logistics, operations support, or a related field.</li><li>Previous experience managing office administration, facilities, and operational logistics is required.</li><li>Experience in fleet, asset, inventory, or facilities management is strongly preferred.</li><li>Experience supervising administrative, housekeeping, drivers, or other support staff is required.</li><li>Experience with vendor coordination, vendor documentation, or administrative procurement processes is an advantage.</li><li>Experience working with Finance, Procurement, Supply Chain, Security, and Programs teams is strongly preferred.</li><li>Experience working in an NGO, international organization, embassy, UN agency, donor-funded program, or similar environment.</li><li>Experience working in a fast-paced and multicultural environment is an advantage.</li></ul><p>Required Competencies</p><ul><li>Strong organizational, coordination, and time-management skills.</li><li>Ability to manage multiple administrative and operational priorities and deadlines.</li><li>Strong attention to detail and record-keeping skills.</li><li>Strong problem-solving and follow-up skills.</li><li>Ability to work independently and take initiative.</li><li>Strong written and verbal communication skills in English and Arabic .</li><li>Strong proficiency in Google Workspace, including Gmail, Calendar, Drive, Docs, and Sheets.</li><li>Good working knowledge of Excel or Google Sheets for fleet, asset, inventory, facilities, and operational trackers.</li><li>Good understanding of administrative controls, documentation, and compliance requirements.</li><li>Strong supervisory and people-management skills.</li><li>Strong coordination and interpersonal skills, with the ability to work effectively with staff, vendors, drivers, service providers, and external stakeholders.</li><li>Service-oriented, proactive, reliable, and responsive.</li><li>Ability to work under pressure and manage changing operational priorities.</li><li>Strong sense of accountability and ownership of assigned responsibilities.</li><li>High level of integrity and professionalism when handling organizational assets, supplies, financial documentation, and vendor information.</li></ul>

<p><br></p><p>Job Overview The Executive Assistant to the Country Director provides high-level executive, coordination, correspondence, scheduling, and logistical support to the Country Director and functional support to the Director of Operations and Director of Programs. The position is responsible for managing the Country Director's calendar and priorities, coordinating meetings and executive documentation, monitoring and following up on priority correspondence and action points, preparing meeting notes and follow-up summaries, supporting senior visitors and delegations, and coordinating travel and executive-level events. The position requires a high level of confidentiality, discretion, judgment, initiative, attention to detail, and professionalism, given its access to sensitive information related to senior leadership, organizational matters, staff, partners, visitors, travel, and other confidential business matters. As the position reports directly to the Country Director, the Country Director's priorities, requests, and assignments take precedence . The position will provide functional support to the Director of Operations and Director of Programs as required, while maintaining clear communication and coordination with the Country Director. The role works closely with the Senior Administration Officer, Operations, Procurement, Finance, Security, and other relevant departments to ensure that executive support and travel-related requirements are delivered efficiently and in accordance with Anera policies and procedures.</p><p>Key Responsibilities</p><p>1. Executive Support to the Country Director</p><ul><li>Manage and coordinate the Country Director's calendar, meetings, appointments, travel schedule, and administrative priorities.</li><li>Coordinate competing meeting requests and priorities, identify scheduling conflicts, and propose appropriate solutions.</li><li>Schedule internal and external meetings, confirm participation, coordinate meeting rooms or virtual links, and ensure required materials are prepared in advance.</li><li>Support the Country Director in organizing priorities, deadlines, commitments, and follow-up actions.</li><li>Prepare agendas, briefing notes, presentations, supporting documents, talking points, and other materials as requested.</li><li>Maintain organized records of executive correspondence, meetings, decisions, action points, and other relevant materials.</li><li>Anticipate the Country Director's needs and proactively follow up on pending actions and commitments.</li><li>Provide functional executive support to the Director of Operations and Director of Programs as assigned and in coordination with the Country Director.</li></ul><p>2. Correspondence, Communication, and Follow-Up</p><ul><li>Monitor and organize priority emails and correspondence requiring the Country Director's attention and follow-up.</li><li>Support the Country Director in prioritizing incoming correspondence and identifying matters requiring urgent or further action.</li><li>Draft routine correspondence, responses, acknowledgements, and follow-up communications on behalf of the Country Director when assigned.</li><li>Coordinate with relevant staff and departments to obtain information required for responses and follow-up.</li><li>Track priority communications, commitments, requests, and deadlines and ensure timely follow-up with responsible individuals.</li><li>Maintain clear follow-up trackers for outstanding requests, decisions, action points, and commitments.</li><li>Escalate delayed or outstanding actions to the Country Director or relevant manager as appropriate.</li><li>Ensure correspondence and follow-up records are organized and easily accessible.</li><li>Exercise appropriate judgment regarding confidential or sensitive communications and ensure information is shared only with authorized individuals.</li></ul><p>3. Meetings, Minutes, and Action Tracking</p><ul><li>Coordinate internal and external meetings for the Country Director and other senior leadership as assigned.</li><li>Prepare meeting agendas, briefing materials, presentations, background documents, and other required materials.</li><li>Attend selected meetings as requested and prepare accurate meeting notes, key decisions, action points, and follow-up summaries.</li><li>Circulate meeting notes and action points to relevant participants following approval or as instructed.</li><li>Maintain action trackers and follow up with responsible individuals to ensure agreed actions are completed within the required timeframe.</li><li>Prepare concise follow-up summaries highlighting outstanding actions, deadlines, and matters requiring senior leadership attention.</li><li>Support the organization of senior management meetings, leadership discussions, and cross-departmental coordination meetings.</li><li>Ensure confidential meeting materials and records are securely maintained and shared only with authorized participants.</li></ul><p>4. Confidentiality and Information Management</p><ul><li>Maintain strict confidentiality when handling sensitive information, correspondence, documents, schedules, travel arrangements, and matters related to senior leadership.</li><li>Handle confidential organizational, personnel, financial, programmatic, security, partner, donor, and other sensitive information with the highest level of discretion.</li><li>Ensure confidential information is accessed, stored, shared, and filed appropriately and only with authorized individuals on a need-to-know basis.</li><li>Exercise sound judgment regarding the sensitivity of information and determine when matters should be escalated or referred to the appropriate manager.</li><li>Maintain secure and organized electronic and physical filing systems for confidential executive documents.</li><li>Ensure confidential documents and communications are not inadvertently disclosed or shared with unauthorized individuals.</li><li>Comply with Anera's confidentiality, data protection, information security, and records management requirements.</li><li>Report any actual or suspected unauthorized disclosure, loss, or inappropriate access to confidential information through the appropriate channels.</li></ul><p><br></p><p><strong>Desired Candidate Profile</strong></p><ul><li>Bachelor's degree in Business Administration, Management, Office Administration, Communications, Operations, or a related field preferred.</li><li>Minimum 5-7 years of progressively responsible experience in executive assistance, executive support, senior administration, coordination, or a related field.</li><li>Direct experience supporting senior management, executives, or senior leadership is required.</li><li>Demonstrated experience managing executive calendars, scheduling complex meetings, coordinating correspondence, preparing meeting documentation, and following up on actions and priorities.</li><li>Experience handling confidential and sensitive information in a professional environment is required.</li><li>Experience coordinating senior visitors, delegations, travel, meetings, workshops, or executive-level events.</li><li>Experience working with senior-level visitors, international staff, donors, consultants, or external stakeholders is an advantage.</li><li>Experience in an NGO, international organization, embassy, UN agency, donor-funded program, or similar environment is strongly preferred.</li><li>Experience working in a fast-paced and multicultural environment is an advantage.</li><li>Excellent organizational, coordination, and time-management skills.</li><li>Ability to manage multiple priorities, competing requests, and deadlines simultaneously.</li><li>Excellent attention to detail and strong follow-through.</li><li>High level of integrity, confidentiality, discretion, and professionalism.</li><li>Strong judgment and ability to assess the sensitivity and priority of information and requests.</li><li>Ability to anticipate needs and proactively resolve administrative and coordination challenges.</li><li>Excellent written and verbal communication skills in English and Arabic, including the ability to draft clear and professional correspondence.</li><li>Excellent calendar management and scheduling skills.</li><li>Strong meeting coordination, note-taking, action tracking, and follow-up skills.</li><li>Strong travel planning and itinerary preparation skills.</li><li>Strong proficiency in Google Workspace, including Gmail, Calendar, Drive, Docs, and Sheets.</li><li>Good working knowledge of Excel or Google Sheets for trackers and follow-up tools.</li><li>Strong interpersonal and stakeholder-management skills.</li><li>Professional, service-oriented, proactive, reliable, and responsive.</li><li>Ability to work independently with limited supervision and under pressure.</li><li>Ability to interact professionally and confidently with senior leadership, staff, visitors, vendors, and external stakeholders.</li><li>Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive information.</li></ul>