مطلوب مسؤول الدعم الإداري لدى the nawaya network

The Nawaya Network is an NGO based in Beirut, Lebanon that develops the income-generating opportunities of youth through entrepreneurship, employability, and economic development programs.

We are seeking an Administrative Support Officer to fulfill the below tasks and responsibilities:

• Conducts outreach with the Project Coordinator and provides info/ introdcutory sessions, in the presence of the coordinator, about Nawaya’s training and incubation programs in NE Bekaa
• Assists in preparing all training content as requested by the trainer in question and allocation/purchase of materials such as stationary, supplies, food & beverages M&E forms, electricity and equipment set-up when needed prior to training sessions with the close working relationships implemented with the Procurement Unit.
• Attends training and coaching sessions (as an active observant and for logistics support when requested by coaches) and relays each upcoming issue to the Project Coordinator and Program Manager ; the latter to relay it on the spot to the Deputy Director.
• Establishes connections with the beneficiaries to identify support needs which is instantly communicated to the Project Coordinator, referrals, and stories for Comms. He/she provides the required information on the beneficiaries profile for the purpose of having success stories “made available” with the close oversight provided by the Project Coordinator.
• Ensures issuance of certificates and fills appropriately beneficiaries attendance at the beginning of each training session.
• Provides support for Comms during sessions and events on the logistic aspect such as banners at events, ensure taking proper photos (according to guidelines) are taken and reminds Comms ( Senior Marketng Officer) to post them accordingly
• Ensures training sessions are running smoothly on the “Logisitc Aspect” and supports the field team with any participants-related problems that may arise and follows up with them while communicating instantly all issues to the Program Manager and Project Coordinator.
• Respond promptly to emails/texts/calls from the ARED Program staff and/or from other programs /Top Management.
• Communicates clearly to the beneficiaries that they need to sign up to the Nawaya Alumni Facebook group
• Accompanies coaches during the student orientation and quarterly follow up visits to funded MSMEs and fills rigourously attendance sheets or forms requested by the coaches and Project Coordinator.
• Distributes all M&E documents to beneficiaries and carefully reviews all M&E documents when collecting them and before delivering them to ARED M&E Officer to ensure they are organized and are properly and effectively filled ( no info is missing) and integrated on Tahaki System ( including but not limited to attendance sheets, registration forms, baseline surveys, trainer surveys, endline surveys, and additional M&E documents as deemed necessary)
• Maintains an effective and close communication with the ARED M&E Officer to report and explain any delays, missing data, discrepancies regarding the MEAL tools in a proactive and anticipatory manner to meet the M&E reporting deadlines communicated by the MEAL team to the Field Team
• Supports the Project Coordinator in organizing peer-to-peer meetings and assists beneficiaries when brought together for mentorship events, peer-to-peer sessions, exhibitions, fundraisers, and public events
• Supports the Project Coordinator in liaising with educational institutions and existing businesses to identify booster training and internships or job shadowing opportunities for the creation of the Business Support Specialists
• Supports the Project Coordinator in coordinating partners activities at field level and provides technical support to concerned stakeholders.
• Identifies various suppliers in the North East Bekaa area in coordination with the Project Coordinator, Coaches, and Finance Manager to effectively implement the General Procurement Process i.e. the Close coordination for the financial transaction happens with the Finance Manager through Wish as a recognized financial institutions.
• Assists funded beneficiaries in the field when purchasing items for their projects which will be taken more thoroughly with the Coaches, the Program Manager and the Finance Manager at the incubation stage. The Administrative Support Officer will provide assistance as will be requested by the Finance Manager and the Business coaches.
• Ensures the documentation is effectively implemented as per the internal rules and regulations communicated by the Program Manager and the coaches, in addition he/she transfers back and forth documents between suppliers, concerned beneficiary (ARED incubated beneficiaries) and Coaches/Nawaya’s office as requested by the procurement manager during the Orientation Session ( Invoice, Receipt, signed PO by the Supplier, Signed DN, Beneficiaries Confirm receipt paper…)
• Assists the concerned operational programs staff ( ex: coaches) with the archiving and filing process as explained and described by the Program Manager and submits all the collected documents segregated by the concerned program staff (ex:coaches).
• Each entry should enclose its related/relevant documents separated from any other entry. Each Entry entails an Invoice, PO, Delivery Note, Receipt, Beneficiary confirm receipt and ID paper etc.…
• Implements any additional tasks as communicated by Program Manager and Nawaya’s Top Management.

مطلوب مسؤول الدعم الإداري لدى the nawaya network

Experience: 

At least 1 year working experience in the field, preferably in the rural areas

Competencies:

Experience in organizing events, Assisting in market research, Knowledge in DT & BD training material, Procurement and Supply Chain Knowledge, Business ability, self-discipline, ability to deal eloquently and effectively with internal and external stakeholders, organizational behavior, process and result-oriented, detailed oriented on the requested administrative tasks, knowledge in data collection tools.

Skills:

• Language:English, Arabic is a MUST
• Communication Skills and Emotional Intelligence.
• Analytical Thinking
• System skills (software data entry)
• Creativity and Innovation Skills
• Organizational Management Skills
• Time Management Skills