المنتدى

The Arab Council for Social Sciences (ACSS) is a regional, independent, non-profit organization dedicated to strengthening social science research and knowledge production in the Arab region, based in Beirut, Lebanon.

The ACSS is recruiting for the following position:

Events and Administrative Assistant

Role Purpose:

To coordinate activities related to the events of the Council and provide administrative and functional support to ACSS team, in order to ensure the provision of high-quality events and administrative services, in line with the related standards and procedures. 

Main responsibilities

Events Coordination:

Coordinates functions related to ACSS events to ensure smooth hosting and proceeding. Tasks include the below:

• Coordinating activities for events hosted at the ACSS office in collaboration with relevant staff.
• Negotiating quotations to ensure best deals with hotels to accommodate workshops, conferences, training, etc.
• Catering for internal or external meetings/ workshops.
• Preparing per diem and payment vouchers as per set policy and ensuring proper disbursement in coordination with finance unit.
• On site management to ensure the event runs smoothly.  

Logistics Support:

Manages logistics activities related to travel and official travel documents to secure safe and timely commuting and residency of ACSS staff and hosts. Tasks include the below:

• Managing Travel requests (Air tickets, accommodation, Visa applications, transportation, and Insurance, etc.)
• Coordinating with the participants for suitable flights, travel dates, visa issues and any special requests etc.
• In special cases working on visa applications with the Lebanese General Security offices
• Following up on all legal matters concerning work and residence permits of non-Lebanese employees, in coordination with ACSS PRO Officer.

Office Management:

Handles all aspects of office management and maintenance to secure a safe and clean work environment, with availability of material for proper rollout of operation. Tasks include the below:

• Managing office space in terms of allocation and maintenance of work spaces as well as working equipment in coordination with the IT officer.
• Coordinating with workers and other handypersons for repairs and maintenance.
• Ensuring fuel and water is always available and liaising with concerned parties to procure those supplies.
• Ensuring timely replenishment of kitchen and office supplies
• Oversight of cleaning staff.

Procurement Activities:

Centralizes the activities of procurement, other than office supplies, for a secure transparent process in coordination with the DG and the Finance Unit. Tasks include the below:

• Processing purchase orders related to workshops and internal staff requests.
• Monitors the process for proper implementation.

Membership Assistance:

Supports the membership strategy prepared by the BoT membership sub-committee in close coordination with the Senior Assistant to the Director General. Tasks include the below:

• Responding to membership enquiries and/or channeling to relevant staff
• Ensuring all applications are downloaded with all relevant documents (Application, CV and passport), filed properly and ready to be reviewed by the Membership Committee.
• Generating an excel sheet with all information on applicants.
• Checking for eligibility requirements
• Attending the Membership Committee meetings, providing needed information and taking notes on the discussions.
• Sending the acceptance letters to all successful applicants.
• Following up with members regarding the payment of their membership fees.

Administration Support:

Provides basic administrative support to the DG, ensuring proper filing for easy retrieval of information.

• Establishing the proper filing systems and maintaining it for coherent and ease of availability of information.
• Supporting the scheduling of DG meetings and travel
• Supporting in meeting coordination and management, including taking notes and follow up.

Qualifications:

• Minimum BA degree preferably in Hospitality or Management, with 3 years of experience in a travel and events coordination, administration, and /or other functional support role.
• Languages: Perfect Arabic and English (spoken & written). French is an asset.
• Solid expertise in managing travel and accommodation.
• Excellent communication skills (writing & speaking).
• Excellent organizational skills.
• Proficiency in Microsoft Office (Word, Excel and Power Point).

Please submit a cover letter and your CV by e-mail to hr.admin@theacss.org.

Only shortlisted candidates will be contacted.

Salary range: 1400 – 2000 $

The position is based in Beirut. Some travel to activities will be required.

Deadline for applications: Monday, July 31, 2023