Careers

THE LEBANESE ASSOCIATION OF THE KNIGHTS OF MALTA/ ORDER OF MALTA LEBANON 

ABOUT US

The Order of Malta Lebanon has been operating in the health and social welfare sectors since 1957. It manages a network of 60 projects serving the most vulnerable populations, across the Lebanese territory including primary healthcare centers, mobile medical units, elderly day care centers, hosting centers for the differently abled and projects for the displaced and refugees as well as an agro-humanitarian project within the catchment areas of its centers.

The Order of Malta Lebanon has developed a comprehensive multi-annual program to strengthen its social, agricultural and health services as well as its structures.

In this framework, the Lebanese Association of the Knights of Malta / Order of Malta Lebanon is looking for experienced

Administrative Assistant

LOCATIONS 

HQ - Beirut

SUMMARY 

Supports community health centers’ (CHCs) administrative and accreditation director in activities related to CHCs’ management and accreditation.

Works closely when needed with the procurement department and other operation teams and report to community health centers’ (CHCs) administrative and accreditation directors.

RESPONSIBILITIES

·        Offers administrative support to community health centers’ (CHCs) administrative and accreditation director at headquarters. 

·        Ensures proper handling and organization of up-to-date records, including files, contracts, and agreements. 

·        Generates Purchase Requisition Forms in accordance with the community health centers’ administrative and accreditation director’s requests and actively collaborates with the procurement and financial departments to facilitate the procurement process's successful completion. 

·        Supports in drafting and issuing procurement documents (RFQs, Tender Bids, BOQ, etc.).

·        Supports the preparation of reports, presentations, and other CHCs-related documents. 

·        Aids in scheduling meetings, appointments, and field arrangements for the team members. 

·        Supports in drafting and disseminating internal communications and announcements.

·        Supports in tracking the budget and preparing expense reports for the department.

·        Arranges invoices received, scans, photocopies and shares with finance department.

·        Follows-up on payments for suppliers and providers.

·        Collects, reviews and archives report and activities outputs.

·        Assists the community health centers’ administrative and accreditation director’s with the necessary administrative or field work. 

·        Manages general inquiries and effectively directs them to the respective team members. 

·        Supports in the preparation of reports and presentations on the activities.

·         Fosters coordination with the programs and projects’ staff at the area level to facilitate smooth communication and information flow.

·        Develops and maintains a clear filing system. 

·        Organizes meetings and takes detailed minutes.

·        Handles incoming and outgoing communications, including emails, phone calls, and letters. 

·        Handles multiple tasks simultaneously and prioritizes workload effectively. 

·        Applies and follows code of ethics, values, mission, and vision of Order of Malta – Lebanon.

·        Performs other related duties requested by the community health centers’ administrative and accreditation director.

·        Supports the CHCs Administration and Accreditation director in handling beneficiary’s complaints and makes necessary follow-up on corrective and preventive action plan (CAPA)

·        Assists the CHCs Administration and Accreditation director and the CHCs accreditation officer in issuing annual reports, audit reports, KPIs reports, any documents and/or reports related to accreditation.

·        Performs other related duties assigned by the line Manager.

·        Applies and follows code of ethics, values, mission, and vision of Order of Malta - Lebanon

QUALIFICATIONS 

·  Bachelor’s degree or master’s in business administration or public administration in health and quality related field is a plus.

·  Minimum 2 years proven experience in similar position

·  Excellent communication, problem solving, interpersonal and conflict resolution skills

·  Monitoring and evaluation skills

·  Ability to work in a multidisciplinary team and under stressful situation 

·  Ability to adhere to ethical considerations and principles with regards to work with vulnerable populations 

·  Ability to work in multi-cultural, multi-ethnic environment with sensitivity and respect for diversity 

·  Proficiency in Microsoft Office (Outlook, Excel, Word...) 

·  Fluency in French, Arabic and English

HOW TO APPLY

Kindly send your resume to recrutement@ordredemalteliban.org specifying the position name in the subject by April 8th, 2026

*Only short-listed candidates will be contacted.