Administration and Project Officer

Reports to: ARI Beirut-based team

Location: Beirut (person must have legal authorization to work in Lebanon)

Duration: Full time; 12 months renewable

Reference: ARI – APO

Application deadline: 30 January 2023

Organization Overview

The Arab Reform Initiative (ARI) is a policy research centre whose key mission is to articulate a home-grown agenda for democratic change and social justice in Arab countries. We operate on the principles of gender equality, and diversity and maintain a strict line of independence from any external agendas. We conduct policy analysis and innovative field research, combine scholarly work and advocacy, and convene key stakeholders to influence political transformation processes. We also empower research from the MENA region by providing an international platform for dissemination. ARI engages academic researchers, think tanks, social movements, civil society actors, decision-makers, media, and the public on issues of democratization, social justice and full citizenship. ARI works in partnership with regional and international institutions to promote sustained South-South and South-to-North exchanges and dialogues related to reform initiatives across the region. ARI has offices in Beirut, Tunis and Paris.

Scope of Work

ARI is seeking an Administration and Project Officer to provide project, logistics and administrative support for the team based in Beirut. The team in Beirut works on a range of topics across the Arab region, including women political participation, environmental transition and social protection. The person is responsible for carrying out a variety of tasks, including providing financial assistance for ARI’s various lines of programming for 2023-2024. In addition, they are expected to support the core functions of the organization, including assistance in communications and the organization of events.

This is a dynamic role for someone with strong organizational, administrative and interpersonal skills who can multitask and is keen to learn about think tanks and research centers. We are looking for someone who is proactive, engaged, and interested in contributing to the mission of the organization and to change in the Arab region.

Responsibilities

Project Administration and Events’ Planning

  • Assist in project implementation, including by following-up with the projects’ team and external partners to ensure the achievement of key milestones as per the project’s timeline.
  • Coordinate all aspects related to the organization of in-person and virtual events, including conferences and workshops held in Beirut and other Arab countries, across a variety of projects and programmes. This includes sending invites, keeping track of registrations, booking interpretation services, ensuring speaker details are available.
  • Organize travel, logistics, and technical preparations for events. This includes corresponding with invitees, seeking quotations, following up on visas, booking tickets, coordinating with vendors (hotels, restaurants, transportation companies).
  • Organize outreach to relevant stakeholders, tracking invites and participation in events.
  • Maintaining an updated database of contacts and regular communications with stakeholders.

Support Financial Administration and Management

  • Work closely with the Financial Team to ensure expenses and budget targets are monitored on a monthly basis to reinforce good financial management practices.
  • This includes collecting supporting documents, scanning them and organizing them.
  • Ensure solid procurement processes are being respected for suppliers and service providers to achieve internal and donor compliance. This also includes developing terms of reference and calls for applications, where relevant.
  • Handle petty cash in the Beirut office and to do a monthly reconciliation with the Finance Team. This includes handling money requests to pay expenses such as per diem, transport, others and collecting all the related supporting documents.
  • Assist the Finance Team on an as-needed basis, specifically in the preparation of audits and archiving.

Communications and Outreach

  • Assist in preparing, printing and disseminating documents such as annual reports, progress reports, etc.
  • Support ARI’s Programs in Beirut and the communications team with preparing communications materials (including arranging for communications material to be printed), tracking social media and news coverage.

Office Logistics and Support

  • Support ARI’s Beirut team with the office operations (including any issues that may arise with internet or electricity) and coordinate with the local vendors in Beirut for procurement issues (IT, printing houses, payment of local bills and others).
  • Arrange and oversee recruitment of interns.

Requirements:

  • University degree in administration, organizational management, business management, event management, humanities, or one of the social sciences fields.
  • Excellent communication skills, with strong written and oral Arabic and English. French is desirable.
  • Impeccable organizational skills, preferably with experience in organizing a wide range of activities, from small-scale roundtables to high-level events. Rigor for detail.
  • Excellent IT skills are desirable.
  • Proactive attitude and strong capacity to take initiative and see them through, ability to adapt to changing contexts and maintain flexibility and multi-task, team spirit, and ability to work remotely.
  • Ability to prioritize and work with different managers
  • At least 1-2 years of professional experience in a related sector (NGOs for instance), with specific experience in project management and/or communications.
  • The candidate must have valid working papers for employment in Lebanon.
  • Team player and a desire to learn and grow.

Conditions

  • 12-month renewable contract
  • Start date: Expected by mid-February 2023
  • Competitive salary based on experience

To apply

To apply, please send your CV (max. two pages) and a cover letter describing your qualifications and motivations for the position to: recruitment@arab-reform.net with the reference “ARI-APO” in the email subject.

The closing date for applications is: 30 January 2023

Given the expected number of applications, ARI will only contact short-listed candidates.

ARI is committed to equality of opportunity and to non-discrimination among all job applicants and employees. We seek to ensure diversity in our workforce regardless of gender, race, religious beliefs, nationality, ethnic/national origin, sexual orientation, age, marital status or disability.