Join our Team - Admin Officer

Wednesday, October 12, 2022

Join our team as an Admin Officer to assure the administrative management of the organization. You will handle the administrative matters from inventories & purchasing to payments, contracts, archiving and general administrative aspects while reporting to the executive manager 

Deadline to apply: 31st of October 2022 before midnight. 
Starting Date: December 2022
Download full job description: Admin Officer

How to apply: Please fill out this application form where you will be asked to upload your CV and answer a few questions. 

If you have any inquiries please contact us through email: projects@zoukak.org

 

Main tasks: 

Inventories & Purchasing:

  • Do the regular inventory for office asset and supplies, and ensure proper documentation on Inventory IN/OUT Sheet on each stock taking
  • Execute all purchases in coordination with the Production & Operation department when needed  in coordination with the Production & Operation Manager (food, beverages, refreshments etc.) 
  • Verify that procurements and purchases are implemented in line with Zoukak Guidelines, standards and procedures 
  • Validate suppliers’ selection sheets for all purchases requiring more than one quotation and ensure sign off and approval by relevant members when necessary
  • Periodic review of suppliers & providers’ conditions (excluding technical): prices, services etc. to ensure optimal cost and operations

Payments:

  • Execute all payments and validate the supporting documents (quotations, invoices, receipts, PVs)
  • Organize all supporting documents as required by the Finance / Accountant
  • Archive all payment supporting documents as per the prevailing guidelines
  • Manage the office cashboxes: opening & closure
  • Support the creation and closure of all cashboxes of all activities
  • Manage exchange of currencies following the current guidelines communicated by the management

Contracts:

  • Prepare all consultancy & service provider contracts in coordination with the executive Manager and Monitoring & Development Manager
  • When needed and requested, provide Auditors / Zoukak management with contract copies for any spot checks/ tax declaration or other tasks 
  • Ensure mapping between contracts and payments

General Administrative Aspects:

  • Prepare monthly tax declarations (NSSF, R10..) in coordination with the auditor
  • Follow-up the registration and the termination of any employees NSSF registration
  • Ensure all official declaration are processed in due time in coordination with the auditor
  • Ensure all proper administrative procedures and internal guidelines are correctly implemented
  • Ensure the compliance of Zoukak transactions with prevailing taxation laws and regulations and liaise with the auditor as needed
  • Manage international touring of Zoukak (logistics, accommodation, tickets, transport, other as needed) 
  • Manage Zoukak artistic partners touring in Lebanon (transport, accommodation, restaurants, space for performance, other as needed)

Archiving

  • Archive contracts (soft & hard)
  • File & archive the administrative documents, invoices, receipts, PVs, procurement files etc.
  • Archive all NSSF & Tax documents  (soft & hard)
  • Archive all official documents and official declarations

Qualifications and Requirements 

  • Bachelor’s degree in Business Administration or any other related field.
  • Minimum of 3 years’ experience in an Administrative position preferably in an NGO.
  • Effective communication skills, both written and verbal (English and Arabic, French is a plus).
  • Expertise in MS. Office (word, Excel & PPT).

Skills required

  • Writing skills
  • Active Listening 
  • Active curiosity (the ability and habit to apply a sense of wonder and a desire to learn more)
  • Collaboration, and ability and willingness to work in a team
  • Flexibility and adaptability
  • Initiative and innovation
  • Self-development
  • Time management and ability to meeting deadlines 
  • Real interest in the arts and knowledge in theatre in particular is a plus

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