Administration Assistant - South (Lebanese National) - Lebanon

All NRC employees are expected to work in accordance with the organization’s values: dedication, innovation, inclusivity and accountability are attitudes and believe that shall guide our actions and relationships. 

1. Role and responsibilities

The Administration Assistant is responsible for performing clerical and administrative duties and providing support to managers and employees in daily offices/premises needs in line with NRC’s procedures and standards.

Generic responsibilities

1. Adhere to NRC Administration policies and procedures
2. Arrange for staff and visitors’ accommodations
3. Receive, distribute and register faxes, mails, documents and reports
4. Supervise, train and develop Office Keepers to ensure service efficiency in the office
5. File administration related documents in soft and hard copies as per NRC filing tree
6. Perform daily clerical duties such as receiving and dispatching incoming calls, taking messages and make outgoing calls according to needs
7. Ensure that all utility and running costs of the office and NRC premises are followed up, received and paid on timely manner
8. Provide secretarial support such as translation, copying, binding, typing, takings minutes, drafting letters, etc.
9. Carry out related mainstreaming of protection in programme daily implementation as per the set NRC’s Protection mainstreaming guidelines, and ensure reporting any breaches/concerns to the line manager for proper action.

Specific responsibilities

• Welcome visitors to the NRC office, and direct them accordingly
• Follow up and update the contact list for field office
• Coordinate and maintain records for staff office space, phones and office keys
• Follow up on lease agreements in Coordination with the Support Coordinator
• Oversee the operation of various offices/premises machines to include printer, copier, computer, fax with liaison with Logistics for maintenance of premises and equipment
• Create an inventory of kitchen & office supplies and initiate order and follow up accordingly
• Maintain supplies inventory by checking stock to determine inventory level; anticipate needed supplies; place and expedite orders for supplies; verify receipt of supplies
• Request and dispatch mobile sim cards (pre and post-paid) for staff
• Coordinate hotel reservation for accommodations and conferences as needed and follow up on payments and agreements
• Support in organizing workshops internally and externally by liaising with different departments
• Follow up on visibility orders for the office, distribution and dispatch
• Order and dispatch business cards for relevant staff when needed
• Prepare external service contracts related to administration work and needs (Enumerators, daily labours etc…)
• Issue Purchase requisitions and orders for all admin related needs including printing, visibilities, kitchen supplies, office needs etc.
• Order, dispatch and keep record of distribution and use/
• Prepare Payment vouchers and follow up with Finance department on payments
• Perform any other administration related task requested by the Support Coordinator, Support Manager & Area Manager

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• Work closely with Logistics on PR’s, PO’s and Bid analysis
• Coordinate with Finance on invoices and payments orders  
• Coordinate with field Offices and different departments on orders and follow ups
• Work closely with external companies and suppliers as per Administration needs

   

  1. Competencies

1. Professional competencies

• Bachelor degree in Business Administration or equivalent
• 1 to 2 years’ experience from working in the administration field
• Previous experience from working in complex and volatile contexts
• Proficiency in English & Arabic both written and spoken
• Proficiency in MS Office applications

2. Behavioural competencies

• Working with people
• Planning and delivering results
• Communicating with impact and respect
• Handling insecure environments