Executive Administration Assistant - Beirut
Beirut
- Organization: IRC - International Rescue Committee
- Location: Beirut
- Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
-
Occupational Groups:
- Operations and Administrations
- Administrative support
- Administrative/General Office
- Closing Date: Closed
Requisition ID: req7288
Job Title: Executive Administration Assistant - Beirut
Sector: Administrative/General Office
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No
Location: Beirut, Lebanon
Job Description
Working under the supervision of the Administration Department Manager based in Beirut the Executive Admin Assistant is responsible for supporting the delivery of efficient and effective administrative support to the Senior Management Team & the Administration Department in Beirut. Major Responsibilities: Senior Management Team Support Responsibilities: External Relations- Suppliers and Service Providers; -Communicating payments’ readiness to suppliers and service providers upon receiving the list shared by accounting -Updating the payment tracker accordingly - Coordinating with Procurement when/where needed -Preparing the Files of Open Tenders for pick up by addressees -Contacting by telephone or e-mail or both the addressees to convey invitation to participating in open calls for tenders -Keeping record of all addressees who picked up the files - Contacting by telephone or e-mail should needed to convey any changes / remind applicants to abide by the pre-set deadline -Keeping record of all addressees who submitted the files. Reception and Other General Administration- Responsibilities: -Receiving the supplies from Officer in Charge -Tracking utilization by the assigned floor team members -Reporting need for replenishment -Submitting utilization report to officer in Charge Key Working Relationships: Position Reports to:Administration Manager Indirect Reporting: N/A Internal: Senior Management Team, Administration Team, Programs Teams, Field Coordinators and Teams, House Keeping and Drivers External:Visitors, Suppliers & Service Providers
Position directly supervises:N/A
Other Internal and/or external contacts:
Qualifications
Education: Business Administration Degree (University OR Technical Institution) Work Experience: Demonstrated Skills and Competencies: Language Skills:English and Arabic – French is a plus. Certificates or Licenses: Customer Service, Office Management, Secretarial Trainings are all found to be relevant. Working Environment:The position will be based in Beirut
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