Administration Assistant, North (Internals Only)

Lebanon

Organization: NRC - Norwegian Refugee Council
Location: Lebanon
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Operations and Administrations
- Administrative support
- Administration / Office work
Closing Date: Closed

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

Duties and responsibilities

Generic responsibilities
Ensure adherence with NRC policies, tools, handbooks and guidelines
Implement delegated support function portfolio according to plan of action
Prepare and develop status reports as required by management
Ensure proper filing of documents
Promote and share ideas for improvement of the support function
Ensures that NRC’s related activities are implemented within NRC’s Protection mainstreaming guidelines and reports any breaches/concerns to the line manager and/or focal point for proper action.
Ensure that all protection related detected cases are referred to the concerned referral focal point and to the related Protection Coordinator.

Specific responsibilities
Coordinate and maintain records for staff office space, phones and office keys
Follow up on lease agreements in Coordination with the Support Manager
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
Prepare daily contracts related to administration work and needs
Issue Purchase requisitions and orders for all admin related needs including, kitchen supplies, office needs etc.
Prepare Payment vouchers and follow up with Finance department on payments
Follow up on maintenance and repairs of offices, apartments and centers rented by NRC

Qualifications

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
Fluent in English & Arabic both written and spoken
Proficiency in MS Office applications (word, excel, outlook, and powerpoint)

Personal qualities

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