Location: The Asfari Institute for Civil Society & Citizenship, American University of Beirut (AUB), Beirut, Lebanon
Title: Academic Assistant for Finance and Grants
Job Type: Full-time
Duration: 1 year, renewable based on performance and funding availability
Remuneration: AUB rates
The Asfari Institute for Civil Society & Citizenship at the American University of Beirut works at the intersection of research, public engagement, and social change. It produces knowledge on civic life, collective action, and political participation, while creating spaces for dialogue, learning, and collaboration among researchers, activists, practitioners, and communities in Lebanon and the Arab region.
Position Overview
The Asfari Institute is seeking an Academic Assistant for Finance and Grants to serve as the primary point of contact for the financial, grants, procurement, and administrative operations on a full-time basis. The role includes leading day-to-day financial processes, grant budgeting, financial tracking, payment processing, procurement compliance, donor reporting, audit support, grant close-out, and coordination with relevant AUB offices, funding agencies, consultants, researchers, institutional partners, vendors, and service providers.
The Academic Assistant for Finance and Grants will work closely with the Asfari Institute Director, Assistant to the Director, researchers, project leads, the Office of Research, the Comptroller’s Office, Procurement, Human Resources, and other relevant AUB units to ensure that all financial and grant-related processes are implemented accurately, efficiently, and in line with AUB policies and donor requirements. The Academic Assistant for Finance and Grants is also expected to remain fully informed of and, where needed, receive training on relevant AUB financial, grants, procurement, HR, and administrative policies, procedures, systems, and compliance requirements.
Key Responsibilities
A. Grant Budgeting and Pre-Award Support
- Prepare grant budgets based on proposals, concept notes, work plans, and funding agency financial guidelines.
- Coordinate with the Office of Research to review and finalize budgets before submission to funding agencies.
- Prepare and submit required internal and external grant documents, including transmittal forms, budget templates, and supporting financial documents.
- Assist in reviewing grant agreements, contracts, and related financial documents in coordination with the Office of Research and relevant AUB offices.
- Maintain organized records of submitted proposals, approved budgets, donor guidelines, contracts, and grant-related correspondence.
B. Grant Administration and Financial Compliance
- Track grant expenditures to ensure alignment with approved budgets, donor requirements, and AUB policies.
- Follow up on grant deliverables and ensure that payments are processed upon receipt of required outputs and supporting documentation.
- Prepare budget reallocations, amendments, no-cost extension requests, and other grant-related financial revisions when needed.
- Flag budget variances, compliance concerns, delayed payments, or missing documentation in a timely manner.
- Coordinate with the Office of Research, Comptroller’s Office, and project teams on grant-related financial transactions, reporting requirements, and donor compliance.
- Support internal and external audit processes by compiling financial records, supporting documents, contracts, invoices, and donor compliance files when required.
- Support grant close-out processes, including final financial reporting, reconciliation of expenses, settlement of pending payments, and archiving of grant files.
C. Financial Tracking, Payments, and Reporting
- Maintain updated financial tracking sheets for active grants and institutional budgets, including allocated, committed, spent, and remaining funds.
- Process payments, reimbursements, honoraria, and other approved financial transactions for consultants, researchers, institutions, speakers, facilitators, trainers, staff, vendors, and service providers.
- Track institutional expenses and support the preparation of the Institute’s annual budget forecast in coordination with the Director and Assistant to the Director.
- Provide regular financial updates on grant balances, spending rates, pending payments, available funds, and projected needs.
- Assist in preparing donor financial reports, internal budget summaries, and financial inputs for planning, reporting, and management review.
- Maintain complete and accurate records of invoices, receipts, contracts, reimbursements, payment requests, and supporting documentation.
D. Procurement and Administrative Support
- Prepare and process purchase requisitions, payment requests, reimbursements, and related transactions through AUB systems, including Oracle when applicable.
- Follow AUB procurement procedures, including obtaining required quotations, approvals, and supporting documents.
- Coordinate procurement for Institute activities, including catering, interpretation, photography, videography, design, printing, travel, accommodation, transportation, office supplies, and other operational needs.
- Follow up with vendors, consultants, service providers, and AUB offices on invoices, contracts, payment status, and required documentation.
- Support administrative and financial logistics for events, workshops, webinars, trainings, meetings, and other Institute activities.
- Submit requests for office supplies, equipment, maintenance, and repairs as needed.
E. Coordination, Vetting, and Internal Support
- Support vetting processes for consultants, researchers, institutions, speakers, moderators, panelists, and other external contributors when required.
- Respond to staff inquiries related to finance, procurement, reimbursement, and relevant AUB procedures, or direct them to the appropriate office.
- Coordinate with the Institute Director, Assistant to the Director, Principal Investigators, project leads, Office of Research, Comptroller’s Office, Procurement, Human Resources, and other relevant AUB units as needed.
- Support the implementation of financial and administrative procedures in line with AUB policies, donor requirements, and institutional standards
- Maintain confidentiality of financial, contractual, personnel, and institutional information.
4. Coordination and Reporting
The Academic Assistant for Finance and Grants will report to the Institute Director or designated supervisor and will coordinate closely with the Assistant to the Director, Principal Investigators, project leads, the Office of Research, the Comptroller’s Office, Procurement, Human Resources, and other relevant AUB offices.
The Academic Assistant for Finance and Grants will provide regular updates on:
- Grant balances and expenditure status;
- Pending and completed payments;
- Budget utilization and variances;
- Procurement and reimbursement status;
- Donor reporting requirements;
- Financial documentation and compliance issues;
- Any financial or administrative matters requiring follow-up.
5. Required Qualifications and Experience
- Bachelor’s degree in Business Administration, Accounting, Finance, Economics, or a related field.
- Relevant experience in finance, accounting, grants administration, procurement, project administration, or a related area.
- Experience with donor-funded projects, university financial systems, research grants, institutional financial procedures, Oracle systems, or AUB administrative and financial procedures is an asset.
- Familiarity with donor compliance, financial reporting, audit requirements, grant close-out, procurement procedures, and documentation is an asset.
- Strong knowledge of budgeting, financial tracking, payment processing, procurement, and financial documentation.
- Proficiency in Microsoft Excel and other relevant financial or administrative tools.
- Excellent organizational skills, accuracy, and attention to detail.
- Strong time-management skills and ability to prioritize competing tasks, meet deadlines, and follow up on pending matters.
- Ability to manage multiple budgets, deadlines, financial records, and operational needs simultaneously.
- Strong communication and coordination skills, with the ability to work collaboratively with academic, administrative, and external stakeholders.
- Problem-solving skills and responsiveness to operational needs.
- Ability to work under pressure while maintaining accuracy, confidentiality, and compliance.
- Fluency in English and Arabic is required.
6. Working Relationships
The Academic Assistant for Finance and Grants will work closely with:
- Director of the Institute;
- Assistant to the Director;
- Researchers, external consultants, institutions, and service providers;
AUB administrative units:
- Office of Research;
- Comptroller’s Office;
- Procurement Office;
- Human Resources;
Other relevant units:
- Funding agencies and institutional partners
7. Type of Contract
This is a full-time Academic Assistant position based in person at the Asfari Institute for Civil Society and Citizenship at the American University of Beirut, Beirut, Lebanon. The position follows AUB’s standard full-time working hours and requires regular on-campus presence. The appointment will be for a term of up to one year, renewable based on performance, operational needs, and availability of funding, in line with AUB’s Academic Assistants policy and applicable University procedures.
The selected candidate will be appointed in accordance with AUB policies and procedures governing Academic Assistants, including eligibility requirements, appointment procedures, probationary period, compensation, benefits, institutional integrity, resignation notice, and termination provisions. Candidates are encouraged to read more about the Academic Assistants policy.
How to apply
To apply for this role at the Asfari Institute, please provide the following documents in PDF format and include your full name in the document name:
- Curriculum Vitae (CV)
- Cover Letter
- Two references
Application Deadline: September 3, 2026
Applications will be reviewed on a rolling basis, and interested candidates are encouraged to apply as early as possible.
For inquiries, please contact us at asfariinst@aub.edu.lb.
Kindly note that only shortlisted applicants will be contacted.
Within the framework of Lebanese Law, the American University of Beirut is an equal-opportunity employer. This position is based in Beirut, Lebanon. Candidates are expected to be eligible to work and live in Lebanon.