The International Rescue Committee 'IRC' is offering a job opportunity in Beirut, Lebanon as an Administrative Assistant. You will help the company achieve its goal represented in developing a pliant platform to reach young children and their caregivers wherever they are and measure how IRC impacts their lives and creating multimedia programming for children affected by the conflict.
Qualifications:
-
Bachelor's degree in Business Administration, Business Management, or any related relevant field.
- Minimum 1 year of professional experience in office administration or office management.
- Self-motivated, honest, highly responsible, and punctual.
- Ability to improvise and be flexible when needed.
- Ability to work and meet deadlines under pressure.
- Excellent organizational skills, flexibility, integrity, and ability to multi-task in a fast-paced working environment while maintaining attention to detail.
- Works well in and promotes teamwork, comfortable in a multi-cultural environment.
- Excellent interpersonal and communication skills, both verbally and in writing.
- Fluency in English and Arabic, oral and written.
- Demonstrated proficiency in Microsoft Office Word, Excel, PowerPoint, and Outlook.
Preferred Qualifications:
- Experience within NGO, INGO or multi-national firm.
- Experience with organizational software.
- Experience with budget software.
- Experience with Supply Chain procedures.
Documentation and Supplies Responsibilities:
- Provide direct administrative support to Early Childhood Development "ECD" team including copying, dissemination of documents, preparation of expense reports, etc.
- Produce reports, collect information, compile data, and organize files as requested by the Administrative Officer.
- Provide direct administrative support to all ECD team members (full-time, part-time, temporary staff, teachers, enumerators, community mobilizers) regarding timesheets, attendance, payments, etc. with close follow-up and track record.
- Ensure office equipment is stocked with required supplies (toner, paper, etc.) for the ECD team.
- Raise Purchase Requests and Payment Requests as needed/requested, and track their progress until delivery.
Schedule, Meetings, and Travel Responsibilities:
- Maintain detailed schedule management for the ECD team, including local and international travel and meetings/workshops/training.
- Maintain and update a meeting tracker for the ECD team.
- Organize ECD team members’ staff external meetings, local and abroad conferences, and workshops, including venue logistics, travel, and transportation.
- Book travel arrangements (flights, accommodations, and transportation) as requested by the Administrative Officer.
- Coordinate and schedule all necessary calls/meetings with partners, donors, and internally, regionally, and with HQ, as needed and requested.
- Attend meetings as requested to take notes, produce minutes, and follow up on actions as needed.
- Maintain and circulate organized meeting notes.
- Organize ECD team members’ field visits.
- Coordinate fleet needs and capacity.
Visitors Coordination Responsibilities:
- Ensure all visitors' documentation is submitted in a timely manner.
- Ensure timely booking of visitors’ accommodation, transportation, etc.
- Manage and maintain detailed visit schedules for all incoming visitors.
- Maintain a detailed visitor tracking log for all program sites.
- Liaise with security and relevant units for visitor logistics.
- In coordination with the ECD team and relevant colleagues ensure that all visits have needed documents and briefing notes.
- Whenever applicable, ensure high-level visits follow appropriate protocol.
Training Coordination Responsibilities:
- Ensure timely booking of venues and refreshments.
- Follow up on invitations, participants' attendance, certificate of completion, etc.
- Ensure timely provision of all training material, printing, and supplies.
- Ensure timely logistics support for the training as needed.
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