Administration Relations Officer - Beirut

Major Responsibilities:

Travel Responsibilities:

International Travel- Visitors :

•  Responsible for all incoming inquiries to the IRC Lebanon Travel Mail, including:

1- Booking Hotel and Transport upon receipt of inquiry

2-Communicating booking details back to requestor

3-Including Welcome Pack and pre-arrival details

4-Tracking all incoming international visits – including type, purposeand duration of visit

5- Preparing all invoices related to Hotel Booking and Transportation based on signed agreements

International Travel- Local Staff :

• Focal Point for Travel Agency and international travel booking in Lebanon Country Program for Local team members and Expats, including :

6-Securing best flight options from contracted agencies upon receiving request

7-Validating all necessary travel documents are complete and correctly signed and submitted (TAF/TRF )

8-Obtaining written confirmation to ticket to be booked

9-Booking the ticket and communicating the electronic reservation to requester

10-Receiving agency invoices and preparing related payments.

• Maintain and communicate visitors and expats tracking sheet - travel and movement details on a weekly basis to Leadership team, security and other concerned parties
• Providing continuous feedback and communicate concerns in relation to MSAs Managed and related to transportation providers and Accommodation Providers
• Supporting in arrangement of VIP Visitors travel related bookings and communication
• Overseeing and compiling field report for local field accommodation to monitor utilization rate and expenditure of the internal travel portfolio
• Producing a report on a quarterly basis to measure the utilization rate of every contracted Hotel through MSA

Official Documents and Lawyer Relations:

• Responsible for the preparation of Ministry of Labor Files necessary for the obtaining of Work Visas
• Preparing letters of invitation related to international visitors and necessary to obtain visit visas
• Preparing Work Permits and residency for newly joined expats
• Responsible for creating a tracking sheet and for Securing renewals for work permits and residency for existing expats
• Responsible for external communication with Notary public and Law Firms in relation to earlier mentioned tasks
• Responsible for issuing external letters to adequate external partners when and if needed or requested
• Responsible for applying for international staff insurance and settling the insurance accounts respectively
•  Handle the up-keeping of soft and hard filing system related to the here official documents tasks.
• Handling EXIT process A-Z for all expats working in Lebanon upon the termination of their assignments or contracts (Bank guarantees / GSO/MOL and lawyers )
• Managing the Account of the IRC Law Firm responsible for the residencies and visas issuing, including processing their payments of retainers, renewing their contracts and following up on their payments.

Other Related Responsibilities:

• Responsible for the Onboarding coordination and initial introduction for all IRC new Joiners in coordination with HR and internal related parties for OADM recruits only.
• Representing Administration in Orientation seminars held by HR
• Attending Technical Committees for Tenders and Procurement MSA meetings when relative and needed
• Perform all other ad-hoc duties, as and when assigned by supervisor

Key Working Relationships:

Position Reports to:Administration Manager

Position directly supervises:N/A

Indirect Reporting: N/A
Other Internal and/or external contacts:

Internal: SMT, Logistics, HR, Field Offices Procurement team, Finance Team, Programs team

External:Service providers, Suppliers.

Hotel Management, Business Administration Degree (University OR Technical Institution) or similar

Work Experience:

•  2- 4  years of professional experience in Administration
• Previous Front Desk, Customer Service and/or Secretarial Experience is found relative in a Multinational company, Travel Agency or a Hotel.

Demonstrated Skills and Competencies:

•  Ability to work as a member of a team is essential
• Available around the week for monitoring and tracking visitors around the hour
• Capable of working after working hours and on weekends when needed
• Positive courteous and professional attitude
• Strong interpersonal skills
• Able to organize, maintain composure and prioritize work under pressure, work overtime when necessary and be able to coordinate multiple tasks and maintain attention to detail.
• Excellent written and verbal communication skills in all listed languages
• Must be computer literate, including Microsoft Word and Excel/ Power Point.
• Ability to independently organize work and prioritize tasks.
• Self-motivated, honest, highly responsible, and punctual.

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