Operations Assistant

Job Title: Operations Assistant
Location: Beirut, Lebanon
Department: Operations
Reports to: Senior Finance and Operations Officer
Contract Type: Full-time
Duration: 1 year (renewable based on performance and funding)
Languages: Arabic and English (fluent, both written and spoken)
Salary: 800-1000 USD (Plus Transportation allowance and Medical Insurance)

Application Deadline: Rolling basis until position is filled

Background
INARA is a 501(c)(3) nonprofit organization that provides essential medical and mental
health support to children affected by human-induced or natural disasters. Founded in
2015, INARA operates in Lebanon, Palestine, Egypt, Afghanistan, Ukraine, Syria, and
Türkiye, with plans to expand into Sudan and Yemen.

The organization's areas of intervention include comprehensive medical services, mental
health and psychosocial support, education in emergencies, economic empowerment,
WASH (Water, Sanitation, and Hygiene) initiatives, and rapid emergency response.
INARA emphasizes long-term care, ensuring that children receive continuous treatment
and rehabilitation.

Mental health programs focus on addressing trauma through therapy, psychoeducation,
and community-based support. Educational initiatives offer remedial learning, teacher
training, and community-led schooling for displaced children. Economic empowerment
programs provide vocational training and entrepreneurship support to help reduce
dependency on humanitarian aid. WASH interventions aim to secure clean water,
sanitation, and hygiene facilities to prevent disease outbreaks. Additionally, INARA's
emergency response efforts include the rapid deployment of medical teams,
distribution of essential supplies, and crisis intervention.
INARA’s work in Lebanon includes providing medical and psychosocial support to
children and families in need. The Operations Department supports the effective
implementation of programs through procurement, logistics, human resources, finance,
and administrative functions.

Position Overview
The Operations Assistant will provide day-to-day operational support to ensure smooth
implementation of INARA’s activities in Lebanon. This includes assisting with
procurement, administration, HR, and finance tasks under the supervision of the
Operations Officer and in coordination with relevant departments.

The position requires strong organizational skills, attention to detail, and the ability to
manage multiple priorities in a fast-paced humanitarian environment.

Key Responsibilities
1. Procurement and Logistics
- Assist in preparing and processing Purchase Requests (PRs), Purchase Orders
(POs), and Request for Quotations (RFQs) in accordance with INARA’s
Procurement Policy.
- Support in collecting and evaluating quotations, ensuring procurement
documentation is complete, accurate, and compliant.
- Maintain and update the procurement tracker, ensuring timely follow-up on
orders and deliveries.
- Coordinate delivery and receipt of goods and services, ensuring inspection and
proper documentation (Delivery Notes, Goods Received Notes, etc.).
- Support the inventory and asset management system, keeping accurate records
of supplies, office equipment, and consumables.
- Liaise with suppliers, service providers, and vendors to ensure smooth
procurement and contract follow-up.

2. Administration and Office Management
- Assist in managing office supplies and utilities, ensuring adequate stock and
timely replenishment.
- Support the organization of meetings, workshops, and training sessions (venue
booking, refreshments, logistics).
- Maintain organized filing systems (both physical and electronic) for
administrative, procurement, and HR documents.
- Support in drafting correspondence, scanning, photocopying, and other
administrative duties as needed.
- Ensure that INARA’s offices and equipment are kept in good working order,
coordinating repairs or maintenance when necessary.
- Handle travel arrangements for staff (transportation, accommodation, per diems,
etc.) following organizational policies.

3. Human Resources Support
- Assist with recruitment processes, including posting job advertisements,
collecting CVs, scheduling interviews, and maintaining candidate files.
- Support in onboarding and orientation of new staff, ensuring HR documents and
forms are properly completed and filed.
- Maintain staff attendance and leave tracking systems, ensuring accurate and
updated records.
- Support the HR team in maintaining confidential personnel files and updating
contact lists and emergency information
- Help in organizing staff capacity-building sessions, team meetings, and retreats.

4. Finance and Accounting Support
- Assist in preparing and collecting payment requests, invoices, receipts, and
supporting documentation for review and processing.
- Ensure proper coding of expenses in accordance with INARA’s Chart of Accounts
and donor requirements.
- Support the monthly financial reporting process by ensuring documentation
completeness and filing.
- Help track petty cash transactions, ensuring accuracy, timely replenishment, and
reconciliation.
- Liaise with suppliers and service providers to collect invoices and payment
confirmations as needed.
- Assist in audit preparation by ensuring all operational and financial files are
properly documented and accessible.

5. Compliance and Coordination
- Ensure all operational activities comply with INARA’s policies, donor regulations,
and audit requirements.
- Maintain confidentiality and uphold INARA’s safeguarding, child protection, and
code of conduct policies in all operations-related work.
- Support the Operations Officer in maintaining smooth coordination between
program, finance, and administrative teams.
- Contribute to continuous improvement of operations workflows and identify
areas for greater efficiency.

Qualifications and Experience
- Bachelor’s degree in Business Administration, Logistics, Accounting, or related
field.
- Minimum 2 years of experience in administrative, logistics, procurement, or
finance roles, preferably in NGOs or international organizations.
- Knowledge of procurement, finance, and HR best practices in the humanitarian
sector.
- Strong computer skills (MS Office, especially Excel; experience with QuickBooks
or accounting software is an advantage).
-Excellent organizational, time management, and communication skills.
- Ability to work under pressure and handle multiple tasks simultaneously.
- Fluency in Arabic and English (both written and spoken).

Working Conditions
- Based in INARA’s Beirut office, with occasional travel to field sites as required.
- Standard working hours (Monday–Friday), with flexibility in emergencies or
during peak periods.