World Learning is a global organization advancing education, exchange, and development opportunities that empower individuals and communities to create positive change. Through its programs and partnerships, World Learning promotes inclusive learning, strengthens local capacity, and supports sustainable development.
In Lebanon, World Learning implements education and community-based programs in collaboration with local partners and stakeholders, working to expand access to quality learning opportunities and support vulnerable communities.
World Learning is seeking a qualified and motivated Admin and Logistics Assistant to support its office operations and project activities in Lebanon, contributing to the effective and efficient implementation of its programs.
Position Overview:
The Admin and Logistics Assistant will provide day-to-day administrative, logistical, and operational support to ensure the smooth functioning of World Learning's office and project activities. The position will be responsible for office administration, petty cash management, logistical arrangements for meetings, training, and events, coordination with suppliers, and support to procurement processes. The Assistant will also provide administrative support to the Finance team through the organization, preparation, filing, and follow-up of payment documentation, invoices, receipts ensuring compliance with World Learning's policies and procedures.
Key Responsibilities
1. Administrative and Office Support
- Provide day-to-day administrative support to ensure the smooth functioning of the World Learning office.
- Maintain and organize administrative records, correspondence, files, and documentation, ensuring proper filing and easy retrieval.
- Monitor office supplies, stationery, and consumables, maintain stock records, and coordinate replenishment as needed.
- Support the maintenance and organization of office facilities, equipment, furniture, and other assets, and report maintenance or repair needs.
- Assist with photocopying, scanning, printing, document preparation, and distribution.
- Support the coordination of office meetings, visitors, and other administrative arrangements.
2. Logistics and Operational Support
- Coordinate logistical arrangements for project activities, workshops, training sessions, meetings, and other organizational events.
- Coordinate with suppliers and service providers to ensure timely delivery of goods and services when requested.
- Assist in preparing logistical arrangements, schedules, checklists, and distribution plans for project activities.
- Support the receipt, storage, handling, and distribution of project materials, equipment, stationery, and supplies.
- Coordinate vehicle and transportation arrangements for staff and project activities, as required.
- Assist with the collection and distribution of documents, materials, and equipment between the office, project locations, and suppliers.
- Follow up on logistical requests and ensure that arrangements are completed within the required timelines.
3. Petty Cash Management and Finance Support
- Support in handling the office petty cash fund in accordance with World Learning's financial policies and procedures, maintaining accurate records of all receipts, disbursements, and balances.
- Prepare petty cash replenishment requests and ensure that all expenditure is supported by appropriate receipts, invoices, and supporting documentation.
- Maintain an organized petty cash register and ensure timely reconciliation and submission of supporting documents to the Finance team.
- Assist the Finance team with the preparation, organization, scanning, filing, and submission of payment supporting documents, including invoices, quotations, purchase orders, delivery notes, goods received notes, attendance sheets, and other relevant documentation.
- Review payment files for completeness and follow up with relevant staff, suppliers, and project teams to obtain missing documents.
- Support the preparation and processing of administrative and financial documentation, including purchase requests, payment requests, expense claims, and other related forms, in coordination with the Finance and Operations team.
- Follow up on outstanding invoices, payment documentation, and supporting records, and coordinate with the Finance team to facilitate timely processing of payments.
- Ensure that petty cash and payment-related documentation is properly filed, traceable, and maintained in accordance with organizational procedures.
4. Procurement and Inventory Support
- Assist the Operations team with the administrative and logistical aspects of procurement processes, in accordance with World Learning's procurement policies and procedures.
- Support the collection of supplier quotations, preparation and organization of procurement documentation, and follow-up on pending requests.
- Assist in maintaining procurement files, ensuring that all relevant documentation is complete and properly organized.
- Support the preparation and documentation of Goods Received Notes (GRNs) and ensure that delivery documentation is submitted to the relevant teams.
- Maintain proper storage and organization of office supplies, equipment, and project materials, ensuring safe handling and easy access.
- Maintain updated inventory records of office assets, equipment, stationery, and project materials, including their receipt, storage, transfer, and distribution.
- Monitor stock levels and track the issuance and distribution of supplies, coordinating replenishment when needed.
- Conduct periodic physical inventory checks and report any discrepancies, damaged, missing, or obsolete items.
5. General Operational Support
- Provide administrative and logistical support to the HR, Finance, Operations, and Program teams as required.
- Coordinate with colleagues across departments to ensure timely completion of administrative and operational tasks.
- Ensure confidentiality and proper handling of organizational, financial, personnel, and other sensitive documents.
- Comply with World Learning policies, procedures, procurement requirements, financial controls, and internal administrative guidelines.
- Perform other related administrative, logistical, and operational duties as assigned by the supervisor.
Minimum Requirements and Qualifications
- Bachelor’s degree in business administration, Management, Accounting, Logistics, or a related field.
- Minimum 2-3 years of relevant experience in administrative support, logistics, office management, procurement assistance, or similar roles.
- Basic knowledge of petty cash management, expense documentation, and financial filing procedures.
- Maintain inventory records, manage supplies, and organize storage facilities.
- Good organizational, coordination, and time-management skills, with strong attention to detail.
- Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.
- Good written and verbal communication skills in English and Arabic.
- Ability to multitask, prioritize assignments, and work effectively within a team.
- High level of integrity, reliability, confidentiality, and professionalism.
- Familiarity with procurement and financial documentation procedures is an advantage.
