ADMIN COORDINATOR
- Compensation
- $1K–$1.1K / mo
- Location
- Beirut, Beirut Governorate, lb
- Work setup
- Not specified
- Seniority
- Not specified
- Employment
- Part time
- Experience
- Not specified
- Category
- Not specified
- Posted
Skills
Must have
- The legal right to live and work in Lebanon. We cannot sponsor visa applications.
- A university undergraduate degree in administration, humanitarian or relevant subjects, or a further qualification in administration.
- At least five years' professional experience in an administrative role.
- At least two years’ professional experience in the humanitarian sector with an NGO, donor, or consulting firm.
- Fluency in English and French, including reading, writing, and working with online tools.
- Excellent command of Microsoft Office tools, especially Word, Excel, PPT, Outlook, SharePoint, and Teams.
- Data entry skills and ability to produce basic data analyses.
- Excellent communication abilities, both verbal and written, and ability to effectively communicate complex instructions and information to others.
- Attention to detail.
- Genuine love for process, organization, and time management.
- Ability to work remotely (with own internet connection), independently, multitask and prioritize tasks effectively.
- Proactive problem solver and solution-oriented mindset.
- Excellent editing skills.
- Excellent visual presentation skills.
Nice to have
- Practical experience working with CRM platforms.
- Familiarity with collaboration tools such as Mural, Miro, and Canva.
- Proven ability in designing or improving admin tools and processes.
- Practical experience of NGO procurement processes, for example through tenders and tender platforms such as eu-supply.com.
Full description
Job Context, Goal and Objectives
GHC has rapidly grown since its launch in 2020. We have a new strategy for 2024 and a new MD, and are entering a period of significant growth. As a consulting agency, GHC handles several complex and sensitive administrative processes to manage a) sales and clients, b) its 130 consultants, and c) its project portfolio. Until now, the CEO, and recently the MD, have been handling all administrative processes. GHC has recently migrated Monday.com as a central platform for all administration.
The goal of the Admin Coordinator (AdminCo) is to ensure timely, accurate and efficient implementation of all these workflows in full compliance with strict data protection practices. This will allow the MD and CEO to focus on strategy and growth.
Specifically, the AdminCo will work with and under the supervision of the MD to (objectives):
- Design and improve administration processes and workflows using our existing tools (SharePoint, Outlook, Monday.com) and exploring new tools (including other platforms and AI).
- Execute these processes ensuring compliance with client and internal policies.
Responsibilities
The responsibilities under each of the three domains will be in two phases: immediate (completed as soon as possible after onboarding), and ongoing.
- CLIENTS
Ongoing
- Support the CEO in identifying and managing new client prospects.
- CONSULTANTS
Immediate
- Complete the full migration of consultant data onto Monday.com, including data entry, file management and formatting CVs.
- Identify and address any compliance gaps in the existing consultant files, including references, CV formatting.
Ongoing
- Monitor new consultant applications for completeness and suitability, and flag/report the incoming application to the MD on a monthly basis.
- Complete the administrative processes to onboard successful applicants (as confirmed by the MD/CEO through interview), including executing reference checks, compiling documents, and formatting CVs.
- Keep all consultants’ information up to date.
- Prepare consultant contracts in collaboration with the MD and CEO.
- Support the MD in consolidating and improving these workflows.
- PORTFOLIO (including SALES)
Immediate
- Complete the data entry and file management for pipeline, approved and live projects.
- Update the GHC portfolio record (in Word), to be ready for sharing externally.
Ongoing