Job Overview

The Senior Administration and Logistics Officer is responsible for the effective day-to-day administration and operational support of Anera Lebanon's Beirut office and for providing administrative and logistical support to programs and support departments.

The position oversees and coordinates office facilities, logistics and movements, fleet, assets, inventory and supplies, administrative vendors, office events, and administrative support services. The role also supervises the Administration Assistant and cleaners/support staff, as applicable.

The Senior Administration and Logistics Officer works closely with the Supply Chain Manager and coordinates with Operations, Security, Procurement, Finance, Programs, HR, and other departments to ensure that administrative and logistical services are delivered efficiently, timely, and in accordance with Anera policies, procedures, and operational requirements.

The position requires strong organizational and coordination skills, attention to detail, sound judgment, problem-solving ability, initiative, and the capacity to manage multiple priorities. The role is expected to proactively identify administrative and operational needs, maintain accurate records and trackers, and provide regular reporting to the line manager.

Key Responsibilities
1. Office Administration and Facilities Management
Oversee the day-to-day administrative and operational readiness of the Beirut office.
Ensure the office environment is organized, professional, clean, safe, functional, and ready to receive staff, partners, donors, and visitors.
Coordinate office maintenance, repairs, utilities, equipment servicing, cleaning, waste management, pest control, and other facilities-related requirements.
Conduct regular checks of office facilities and identify maintenance, safety, or operational issues requiring attention.
Coordinate with landlords, building management, maintenance providers, utilities providers, and other service providers.
Follow up on maintenance requests from identification through completion and ensure appropriate documentation is maintained.
Ensure meeting rooms, common areas, reception areas, storage spaces, kitchen areas, and other workspaces are properly maintained and equipped.
Support office moves, seating arrangements, workspace planning, storage organization, and other office changes as required.
Maintain an office administration and facilities tracker covering maintenance requests, office issues, service providers, and pending actions.
Escalate significant facilities, safety, or operational issues to the Supply Chain / Operations Manager and relevant departments.
2. Logistics Coordination and Operational Support
Coordinate day-to-day administrative and logistical arrangements for the Beirut office and other operational requirements.
Support transport planning and movement arrangements for staff, visitors, consultants, and other authorized personnel, in coordination with Operations and Security.
Coordinate logistics for field visits, including transportation, movement arrangements, accommodation where applicable, supplies, equipment, and other logistical requirements.
Support visitor and delegation logistics, including transportation, office arrangements, meeting requirements, and other practical needs, in coordination with the Senior Executive Support Officer and relevant departments.
Coordinate with Operations, Security, Procurement, Programs, Finance, and other relevant departments to ensure logistical requirements are identified and addressed in a timely manner.
Support logistical arrangements for trainings, workshops, meetings, staff events, retreats, and other organizational activities.
Maintain appropriate records of logistical requests, arrangements, approvals, and related documentation.
Proactively identify logistical constraints and escalate issues requiring management attention.
3. Fleet and Transportation Management
Coordinate the day-to-day administrative aspects of fleet and transportation management in line with Anera policies and procedures.
Coordinate vehicle allocation and use based on approved operational requirements and priorities.
Coordinate driver schedules and assignments, where applicable, and monitor vehicle utilization.
Maintain updated vehicle records, including registration, insurance, inspection, maintenance, and other required documentation.
Monitor vehicle maintenance schedules and follow up on servicing, repairs, inspections, and other maintenance requirements.
Track fuel consumption, mileage, vehicle usage, and related records and flag unusual or significant variances to the line manager.
Ensure vehicle logbooks and other fleet records are completed accurately and maintained regularly.
Coordinate with drivers, service providers, Operations, Finance, Procurement, and other relevant staff on fleet-related matters.
Follow up on vehicle incidents, damages, breakdowns, and other fleet issues and ensure appropriate documentation and escalation.
Maintain a clear fleet tracker and provide regular updates to the Supply Chain Manager on vehicle status, maintenance, documentation, utilization, and outstanding issues.
4. Asset Management
Maintain accurate and up-to-date records of Anera assets and equipment assigned to the Beirut office and relevant staff.
Ensure assets are properly tagged, recorded, issued, transferred, returned, and disposed of in accordance with Anera procedures.
Maintain complete documentation for asset handovers, transfers, returns, disposals, loss/damage reports, and other asset movements.
Conduct periodic physical asset verification and reconcile physical records against Finance, Operations, and other relevant asset records.
Follow up on discrepancies between physical assets and records and ensure corrective actions are documented and completed.
Track damaged, lost, missing, or obsolete assets and coordinate the required reporting and follow-up.
Support the preparation and updating of asset registers and documentation required for audits, internal reviews, and compliance checks.
Coordinate with Finance, Supply Chain, IT, and other relevant departments regarding asset records and changes in asset status.
5. Inventory and Stock Control
Maintain accurate and updated records of office supplies, stationery, cleaning materials, kitchen supplies, and other administrative stock.
Monitor stock levels and establish and maintain appropriate minimum stock levels based on operational requirements.
Conduct regular physical stock counts and reconcile physical stock against inventory records.
Track supplies received, issued, consumed, and remaining in stock.
Ensure all stock movements are properly documented and records are maintained.
Identify discrepancies, damaged items, expired items, or unusual consumption patterns and report them to the line manager.
Flag replenishment requirements in a timely manner and coordinate with Procurement and Operations to ensure continuity of essential supplies.
Ensure appropriate storage, organization, security, and accessibility of office supplies and other administrative stock.
Maintain inventory trackers and provide regular updates on stock levels and replenishment requirements.
6. Vendor Coordination and Administrative Compliance
Support the Supply Chain Manager in coordinating and tracking administrative vendor requirements.
Collect required vendor documentation and follow up on missing, incomplete, or expired information.
Support the completion of relevant vendor forms and maintain organized vendor records.
Ensure administrative vendor documentation is complete and properly filed before services are utilized, in coordination with Supply Chain and in line with Anera policies and procedures.
Support vendor vetting processes by collecting required documentation and following up on outstanding requirements.
Escalate missing, incomplete, expired, or concerning vendor documentation to the Supply Chain Manager.
Maintain administrative records related to landlords, building management, maintenance providers, cleaning services, transportation providers, and other administrative service providers.
Support other screening, vetting, or administrative compliance processes as requested.
Ensure final procurement, vendor approval, and supplier decisions remain with the appropriate authorized staff.
7. Supervision of Administrative/ Operational and Housekeeping Support
Supervise the Administration Assistant, Operations Assistant and cleaners/support staff, as applicable, including task allocation, scheduling, follow-up, and performance feedback.
Provide guidance and day-to-day support to the Administration Assistant and Operations Assistant.
Ensure cleaners maintain appropriate standards of cleanliness, hygiene, and office readiness across all office areas.
Monitor attendance, schedules, workload, and daily task completion of supervised support staff.
Ensure administrative support requests are prioritized and addressed in a timely and professional manner.
Provide regular feedback, guidance, and support to supervised staff.
Escalate performance, attendance, conduct, or service-quality concerns to the line manager and HR as needed.
Promote a respectful, service-oriented, and accountable office support culture.
8. Meetings, Events, and Office Logistics
Coordinate logistical arrangements for internal meetings, workshops, trainings, staff events, retreats, and other office activities.
Arrange meeting rooms, seating, refreshments, equipment, printed materials, supplies, and other logistical requirements.
Ensure meeting and event logistics are planned and implemented in a timely manner.
Coordinate with Finance, Procurement, Operations, HR, Security, Programs, and other relevant departments to ensure requirements are addressed.
Support office gatherings and staff activities as assigned.
Maintain organized records of event logistics, vendor confirmations, expenses, and supporting documentation.
9. Operational Reporting, Tracking, and Documentation
Maintain clear and up-to-date administrative and operational trackers covering facilities, maintenance, fleet, assets, inventory, supplies, vendors, logistics requests, and pending administrative actions.
Consolidate information from relevant records and provide regular updates to the Supply Chain Manager on administrative and operational matters.
Track outstanding actions, deadlines, maintenance issues, fleet requirements, asset discrepancies, stock levels, vendor documentation, and other operational follow-up items.
Prepare periodic administrative and operational reports as requested by the line manager.
Identify recurring issues, gaps, or trends and recommend practical solutions to improve administrative and operational efficiency.
Ensure supporting documentation is complete, accurate, properly filed, and readily available for management review, audits, and compliance checks.
Maintain appropriate physical and electronic filing systems for administrative and operational records.
10. Process Improvement and Coordination
Ensure administrative and operational activities comply with Anera policies, procedures, approval requirements, and documentation standards.
Identify opportunities to improve office administration, logistics, fleet, asset, inventory, facilities, and administrative support processes.
Support the development and updating of administrative templates, trackers, checklists, and standard operating procedures.
Coordinate closely with Finance, HR, Procurement, Supply Chain, Operations, Security, Programs, and other departments on administrative and operational matters.
Proactively identify administrative and operational needs and recommend practical and cost-effective solutions.
Support internal audits, reviews, and compliance checks by providing accurate and complete administrative and operational records.
Perform other duties related to administration, logistics, and operations support as assigned.

Qualifications and Experience

Bachelor's degree in Business Administration, Management, Office Administration, Operations, Logistics, or a related field preferred.
Minimum 4–6 years of progressively responsible experience in administration, office management, logistics, operations support, or a related field.
Previous experience managing office administration, facilities, and operational logistics is required.
Experience in fleet, asset, inventory, or facilities management is strongly preferred.
Experience supervising administrative, housekeeping, drivers, or other support staff is required.
Experience with vendor coordination, vendor documentation, or administrative procurement processes is an advantage.
Experience working with Finance, Procurement, Supply Chain, Security, and Programs teams is strongly preferred.
Experience working in an NGO, international organization, embassy, UN agency, donor-funded program, or similar environment.
Experience working in a fast-paced and multicultural environment is an advantage.

Required Competencies

Strong organizational, coordination, and time-management skills.
Ability to manage multiple administrative and operational priorities and deadlines.
Strong attention to detail and record-keeping skills.
Strong problem-solving and follow-up skills.
Ability to work independently and take initiative.
Strong written and verbal communication skills in English and Arabic.
Strong proficiency in Google Workspace, including Gmail, Calendar, Drive, Docs, and Sheets.
Good working knowledge of Excel or Google Sheets for fleet, asset, inventory, facilities, and operational trackers.
Good understanding of administrative controls, documentation, and compliance requirements.
Strong supervisory and people-management skills.
Strong coordination and interpersonal skills, with the ability to work effectively with staff, vendors, drivers, service providers, and external stakeholders.
Service-oriented, proactive, reliable, and responsive.
Ability to work under pressure and manage changing operational priorities.
Strong sense of accountability and ownership of assigned responsibilities.
High level of integrity and professionalism when handling organizational assets, supplies, financial documentation, and vendor information.

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