Ashkal Alwan is seeking an Office Manager to oversee the logistical, administrative and organizational management of its offices and upcoming Home Workspace across its diverse programs and activities.
General Duties
- Handling general logistics
- Managing the contact database and centralizing important documents on the server
- Answering phone, email and general correspondence, and forwarding specific queries to appropriate staff
- Coordinating and keeping track of administrative, financial and organizational schedules
- Following up on legal documents such as contracts, legal letters and certificates in coordination with Ashkal Alwan legal advisors and staff, and corresponding with local authorities when necessary
- Handling visas/ travel arrangements for staff and visitors, including flight and hotel reservation, transport, car rental, etc.
- Maintaining smooth functioning of offices and of Home Workspace in general (i.e. ordering supplies, equipment, phone systems, etc.)
- Maintaining complete inventory of general office equipment and furniture
- Supervising and managing maintenance and up-keep of Home Workspace, and of other Ashkal Alwan residency apartments
- Liaising with vendors, service providers and suppliers, ensuring that all purchases are cost-effective and at best value
- Answering general research archive queries
- Managing the research archive, including documentation
- Welcoming and keeping track of visitors to research hub
- Welcoming and orienting guests and residents, and providing each with appropriate guest kit
- Providing orientation for new employees and interns in the use of general office equipment
- Assisting the Director and the Assistant Director(s) in their duties and giving general support to projects as required
Administrative/Financial Duties
- Keeping financial records and entering daily vouchers and data in coordination with the association’s accountant/auditor
- Administering payroll and other expenditures, including re-granting, as signed and approved by the Director
- Administering expense accounts, cultivation costs, per-diems, honoraria, etc. to staff, guests, and event participants and managing appropriate invoices and receipts
- Administering revenue such as from book sales, venue rental, etc.
- Realizing financial reports and requests to funders
- Tracking grants and expenditures
- Managing the petty cash
- Managing staff and office administration, liaison with social security, bank, etc.
Qualifications/Skills
- B.A. or equivalent in Business, Humanities or related studies
- 2-5 years of qualified experience in the field of business or cultural management, administration, and/or organization
- Excellent organization and time-management skills
- Excellent communication skills
- Excellent interpersonal relations and teamwork
- Excellent negotiation skills and ability to liaise confidently with people from different fields and at different levels
- Problem-solving and crisis-management skills
- Excellent command of spoken and written English and Arabic
- Friendly, confident, tactful
- With a comprehensive view
- Interest in the arts a plus
Send CV and Cover Letter including two reference contacts to Zeina Assaf zeina@ashkalalwan.org
