وظائف شاغرة في لبنان مطلوب IT & Admin Assistant

Main Purpose

Support the growth and further establishment of MSF LB branch by carrying out administrative, IT and logistical tasks, ensuring smooth office administration through well documented and coordinated processes.

Accountabilities

Tasks to be completed under supervision of the Head of Support Services:

IT: (LoE 40%)

• Provide IT support for maintenance requests in house or via an external provider
• Lead on the definition of IT needs and suggest course of action to the HoSS
• Lead on defining technical specifications and the procurement of all IT items
• Setting up new and old machines (Laptops), including for first time users
• Configuring and managing local area networks (Including switches, firewalls and access points)
• Setting up printers and other peripherals as needed
• Create and manage Office 365 accounts and support on 365 applications like Teams
• Lead on issues of IT security breaches
• Run periodical preventive maintenance operations on IT hardware
• Setup needed hardware and peripherals for online and offline meetings
• Understand access points and support on the creation of access card
• In coordination with the HoSS, prepare trainings on ICT related issues
• Assist the HoSS in the execution of processes designed to streamline work
• Proactively proposes solutions on ICT issues and pushes for implementation

Logistics and Procurement (LoE 40%):

• Assists in the planning on the activity implementation needs
• Assists on the procurement of goods and services for the various departments
• Ensure that all procurement is compliant and that invoices are entered into the system
• Manage all in country and international movement for local and international staff
• Coordinate with the facility management teams on venues and selection of guest houses
• Work closely with MSF one Supply team to ensure effective procurement
• Ensure all procurement is ethical and per MSF requirements
• Track, receive and dispatch received goods
• Support in event management including, translation, venues, audio-visual equipment
• Ensure all purchases are compliant before submission for payment to Finance
• Ensure all newcomers have the proper work tools
• Procure supplies, equipment, and materials for all activities/ departments.
• Coordinate and follow up with the supply team on quotations and purchases
• Create and maintain contact with vendors and service providers
• Manage incoming and outgoing post including delivery of parcels and documents, including to state entities.

Admin work (LoE 20%):

• Assist in the entry of invoices and other expenses
• Assist in contacting beneficiaries to collect payments
• Assists in the signing, scanning and filing of the monthly financial reports.

Education:

Preferably, a bachelor’s degree in IT or a related field

Experience:

Previous experience in IT, admin, accounting or in a similar position is preferred

Languages:

Fluent in Arabic & English.

Competencies:

• Strong organizational skills; able to prioritize and manage tasks in a complex structure despite competing deadlines.
• Ability and experience in adapting to multiple systems & processes
• Other competences: team player, multitasker, striving for high performance, proactivity, strong initiative and self-motivation, Strong coordination- and communication skills, and ability to handle stress.
• Strong knowledge of accounting systems
• Strong knowledge of MS Office applications