وظيفة Administration Officer

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

Purpose of the role

The Administration Officer role is to ensure efficient and smooth administrative processes, office management and effective delivery of high-level support services to achieve operational objective of NRC Lebanon both in Country and Area offices.

What you will do

• Ensure adherence to and proper implementation of NRC policies, handbooks, guidelines, and donor requirements.
• Support the HR and Administration Manager with overseeing the work and schedule of the administration team at national level.
• Assist in facilitating changes to administrative procedures and work practices by offering ideas and suggestions when needed.
• Receive, prepare, and consolidate status reports as required by management on Admin related matters. Prepare analysis for cost drivers within admin tasks and propose changes/amendments to existing practices as needed.
• Ensure maintaining a filing system for all administrative documents according to NRC filing tree both Hard and soft copies.
• Follow up on weekly and monthly consolidation of payments and purchases with logistics and finance teams. Support in monthly closure of administrative reports/invoices.
• Ensure that NRC’s related activities are implemented within NRC’s Safe and Inclusive Programming guidelines and report any breaches/concerns to the line manager and/or focal point for proper action.

Specifically you will;

•  Ensure proper implementation of all existing procedures related to administration in Lebanon, including but not limited to “In-country terms and conditions for international staff”, “Telephone Usage Policy”, “Travel SoP” and others.
• Liaise with NRC Lawyers, General Security offices, Ministry of Labor (MoL), Ministry of foreign Affairs (MoFA) and related offices to submit, follow up and obtain Visas, Work permits, and Residency permits for all NRC International staff/dependents and visitors.
• Prepare and manage all Lease agreements for Beirut Country office. Liaise with Area office Admin teams on standardizing lease agreements and premises management details (including maintenance, payments, terminations, renewals etc). Coordinate with relevant landlords for Beirut premises and follow up on requests accordingly.
• Liaise with Logistics team on initiating and finalizing tender processes to sign Long Term agreements with suppliers for administration needs (hotels, travel, printing, office supplies etc).
• Facilitate admin related purchases as per logistics procedures in place.
• Create and follow up on tracking systems for travels, hotel and guesthouse accommodations, logistical arrangements and other matters for expatriates and visitors.
• Receive, prepare, and consolidate administration related reports. Report analysis and recommendations to management.
• Build NRC profile and establish Communication networks with hotels, mobile phone operators, landline phone operator, travel agencies, visibility and printing companies, office supplies providers, translation and other suppliers NRC collaborates with.
• Follow-up on the organization of shipments & couriers as needed locally and internationally.
• Manage works with communication companies related to NRC postpaid lines. Track, order, deactivate cards and data bundles, review detailed bills, receive, and check monthly invoices, follow up on excess and private use reimbursement with finance and staff.
• Work with the field offices in Lebanon on standardizing admin used templates and ensure compliance to existing internal regulations.
• Ensure cleanliness of NRC offices. Follow up on stationery, kitchen supplies and office furniture inventory, orders, and use.
• Organize and coordinate office meetings, caterings and event planning required for the CO teams.

Professional competencies

• Bachelor’s degree in business or any related field
• Minimum of 2-3 years of relevant experience in a similar administration role
• Knowledge of Lebanese governmental offices procedures related to visas and residencies.
• Previous experience working in complex and volatile contexts
• Fluent in English and Arabic both written and verbal
• Proficient in MS office (Word, Excel, PowerPoint, Outlook)

Behavioral competencies

• Planning and Delivering Results
• Handling insecure environments
• Working with people
• Communicating with impact and respect

What We Offer

NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.

We offer an opportunity to match your career to a compelling cause and a chance to meet and work with people who are the best in their fields.

We are also looking for people who share our values:

• To be dedicated in what we do;
• To be innovative with our solutions;
• To act as one unified and inclusive team;
• To be accountable to the donors that make our work possible; the people we exist to serve, and to each other… the members of our NRC family.