Administrative Associate

The Lebanese Medical Association for Sexual Health (LebMASH) is seeking an Administrative Coordinator. This position requires a highly organized, dependable and motivated individual who believes in the mission and objectives of LebMASH and shares its core values. The coordinator will closely collaborate with the Executive Director and oversee communications, finances, administrative and logistical work. This position also entails fostering working relationships with different partners and organizations working in the areas of human rights, LGBT rights, and sexual health. The coordinator will maintain regular contact with the Board of Directors via phone, email, and in-person meetings.
Applicants must reside in Lebanon and be eligible to work in Lebanon.
This is a full-time performance-based position with a flexible work schedule, and with significant room for entrepreneurship and potential for growth.
Responsibilities and Duties: 

Manages the petty cash fund by keeping an updated cashbook.
Prepares a monthly report on expenses paid by the petty cash to the accountant.
Ensure bookkeeping of all finances is done weekly
Ensures that the financial documents (invoices, receipts, vouchers, timesheets, contracts…) presented to the accountant and the executive director and treasurer are eligible and accurate.
Coordinates with the accountant and the financial officer to ensure that the expenditures to be paid are covered and are within the secured budget line.
Coordinates with ED and treasurer to pick up payroll and ensure distribution to employees
When applicable, handles office expenses such as cleaning supplies, electricity, office supplies
Follows-up on public holidays, paid leaves, travel and sick leaves to schedule meetings and prioritize issues related to LebMASH projects.
Coordinates with board members, staff and contractual employees about project deadlines, meetings, reviews, follow-ups and schedules.
Handles meeting minutes and updates on projects and related meetings.
Creates templates, sheets and charts for Administration documents.
Helps create online accounts and draft documents including letters, invitations, job descriptions and lists of duties
Drafts and proof-reads documents (Arabic, English, and French).
Handles administrative work such as organization of Dropbox, management of info and admin accounts and following up on printing order.
Conducts logistical tasks including delivering checks, payments and communications.
Helps maintain and update website and all social media accounts.
Participates in data collection and research tasks.

Minimum Qualifications: 

Excellent written and verbal communication skills
Excellent organizational skills
Proficiency in spoken and written Arabic (required), English (required), and French (preferred)
Excellent computer skills
Bachelor level position: HR or communication or public health

Experience required (at least 1 year):

Experience of at least one year in relevant jobs
Preferred experience in NGOs work