وظيفة شاغرة مطلوب مساعد/ة اداري Administration Assistant

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.

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 policies, guidance, and procedures.
2. Implement delegated support function portfolio according to plan of action.
3. Prepare and develop status reports as required by management.
4. Ensure proper filing of documents.
5. Promote and share ideas for improvement of the support function.
6. 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.
7. 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, initiate orders 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 and mobile recharge card (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 and meetings 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 and utilities etc.
• Prepare verification sheets and follow up with Finance department on payments.
• Identify and follow up on maintenance and repairs of offices, apartments and centers rented by NRC.
• Perform any other related tasks requested by the line 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:

• NRC Bekaa Staff
• Support Staff in Field Offices
• Beirut Administration Focal Points
• External Suppliers, landlords and service providers.

1. Competencies

1. Professional competencies

• Bachelor’s 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 power-point)

1. Behavioral competencies

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

1. Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

• The Job Description
• The individual Goals & Performance
• The NRC Competency Framework