وظائف شاغرة Administrative Officer

Job Purpose:

The incumbent will be responsible for managing the administration function for all Concern offices in Lebanon.

Facilities Management – office and ex-patriate accommodation:

• Managing leases – negotiating on renewal, renewal in advance of expiry, submitting rent payments at least 4 weeks in advance of due date2, including for Safe Spaces.
• Managing the set-up and exiting of new properties, including inventory management and handing-over with landlords
• Follow-up on the lease contracts preparation with the legal advisor and keep the lease agreements’ tracker up-to-date
• Scheduling repairs and maintenance by property, with engagement with landlords when necessary andimplement a proper handing-over upon completion and report any unfinished works or unsatisfactory job
• Meeting landlords to resolve recurring problems
• Track utility utilization by property to identify any anomalies
• Ensuring that supplies are always available in team and International staff houses
• Fill Supply Requests (SRs) based on the approved needs for offices and International staff apartments. Document, keep track and follow-up on SRs completion.
• Management of office supplies e.g. water, stationery, cleaning materials. Submit payment for utilities
• Preparation of Payment Requests for Admin related purchases, lease or services as per the applied procedure and deliver to Finance
• Follow-up on the settlement of payments and give feedback to the concerned supplier, service provider or property owner.
• Ensuring that the office is kept clean and tidy
• Maintaining the key safe
• Maintaining an inventory of all Concern funded items
• Manage claims for any Concern inventory items and for public liability
• Submitting request for renewal of various goods and building insurances annually
• Managing the daily organization of offices (desk, chairs, office allocation)

Visitors:

• Issuing Letters of Invitations for visitors
• Ensuring that hotel accommodation is booked and airport pick-up and drop-off scheduled, and that a sim card is assigned to them
• Sharing Weekly movement with HQ

Administration:

• Maintaining soft and hard copy records for Administration
• Contribute to the development, review, dissemination and implementation of Administration policies and procedures
• Carry out monthly stock count for administration mini-stores
• Updating the weekly Staff Movements for Lebanon staff

Health & Safety:

• Ensuring the office has a fully stocked and in-date first aid kit
• Track usage of items from the first aid kit
• Keeping fire and earthquake procedures up to date
• Ensuring that fire extinguishers are serviced and refilled on a rotational basis
• Holding regular fire drills
• Ensuring all relevant certificates are up to date

People management:

• Line manage the cleaners and the guards
• Carrying out PDRs for staff
• Coaching and mentoring staff

Phone and sim Cards:

• Prepare monthly payment for corporate plan and paying the call and internet bundle fees for all CWW employees
• Keep tracker for the phone numbers and sim cards held by CWW employees
• Follow up on the supply request and ending date of the corporate plan contract
• Keep track for phone inventories of CWW

Support:

• Support in green team report and green team initiative actions and plan
• Support in Carbon Audit report

Responding to Emergencies:

• Participate and contribute, as necessary, towards Concern’s Emergency Response
• Comply with Concern’s health, safety and security guidelines during emergencies

Code of Conduct and Associated Policies:

• To adhere to the standards of conduct outlined in the Code of Conduct and associated policies
• To contribute to establishing preventative measures to reduce the potential for abuse in Concern program
• To support and promote the standards outlined in the CoC and associated policies to their team, partner organisations, and beneficiaries, and be committed to providing a safe working environment.

Job Location:

Halba with some travel in Concern’s other operational bases (once every 2 weeks to Beirut/Tripoli/Machta Hammoud/ Safe Space/ Other)

Educational Requirement:

• Degree in Business Administration or other related discipline (Logistics, Administration, Facilities Management…)

Experience Requirement:

• 2-3 years of relevant working experience at NGO
• Premises management experience
• Stock tracking & management experience
• Involved in procurement
• Safety experience
• Experience with budgeting & budget monitoring
• Team management experience

Skills:

• Fluent English & Arabic languages
• Excellent interpersonal and communication skills.
• Confidential, integrity and ability to handle sensitive situations
• Excellent writing and oral skills in English and Arabic.
• Proficiency in computer applications
• Prioritises, reviews priorities and manages multiple priorities to strict deadlines
• Ability to identify potential problems and recommend solutions.