وظائف شاغرة في لبنان Administration Assistant wz

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the world’s largest volunteer-based humanitarian network. The Federation is a membership organization comprised of 191-member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement.  It is guided by its Strategy 2020, which voices our collective vision and determination to move forward in tackling the significant challenges that confront humanity in the present decade.

The vision of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies to prevent and alleviate human suffering and thereby to contribute to the maintenance and promotion of human dignity and peace in the world.” It works to meet the needs and improve the lives of vulnerable people before, during, and after disasters and crises and health emergencies. The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretary General leads the IFRC Secretariat, which provides the central capacity of the International Federation to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms, setting norms and standards, providing guidance, ensuring consistency, coordination, and accountability for performance, knowledge sharing, promoting collaboration within and respect for the RCRC Movement, and expanding engagement with partners.

The Secretariat’s headquarters are in three main business groups: (i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management. The Secretariat has five regional offices, as follows: Americas (Panama City); Africa (Nairobi); Asia and Pacific- AP (Kuala Lumpur); Europe (Budapest); the Middle East and North Africa-MENA (Beirut). As one of the five decentralized Regional Offices, the MENA Regional Office supports 17 National Societies to strengthen their humanitarian and development efforts, helping them to remain partners of choice within their country and sustainable and accountable for their actions. The position is in the Regional Finance and Administration Unit.

The Regional Finance and Administration Unit is responsible for the provision of quality financial and administrative services, quality control assurance, administrative and finance capacity strengthening, and technical advice.  It is in Beirut.

Based in Beirut, Lebanon, the incumbent will be part of the Regional Office Administration Unit.

Job Purpose

The Administration Assistant is responsible for taking care of the welcoming and operator’s services, supporting in the logistics bookings of guests and staff, handling the visas file, and assisting the administrative department in the smooth running of the MENA regional office & other administrative related matters.

Job Duties and Responsibilities

Onboarding and logistics bookings

Manage the visitors and staff visas files, including visas application to Lebanon, MENA countries, and worldwide as well as visas renewals, cancellations.

Ensure an index is drafted, and periodically updated including embassies contact details in Lebanon, information needed for visas applications.

Liaise with travel agents and airlines to ensure the most appropriate and cost-efficient services and flights, as well as corporate deals identified and agreements signed with relevant airlines.

Arrange flights and other means of travel for IFRC staff as well as visitors in Lebanon, regionally and abroad where needed.

Ensure monthly reports are received from contracted travel agencies for proper monitoring purposes.

Book hotel accommodation through contracted hotels for IFRC staff and visitors in Lebanon. Liaise with the hotels to ensure high quality services.

Book taxis transportation with contracted companies for staff missions within Lebanon.

Handle regional delegation international staff end of mission and mission start personal belongings as well as other IFRC requested shipments.

Review all relevant invoices in the accounts payable system and ensure proper e-filing is followed, based on the standardised filing system.

Protocol and official paperwork management

Manage the international staff residencies file including submission of documents to the relevant Governmental entities, timely follow-up on issuance, renewals, and cancellations.

Ensure the receipt of complete relevant integration documents for PNSs international staff by PNSs focal points for completion of official paperwork in Lebanon.

Prepare and submit official letters related to airport access of IFRC drivers.

Handle any relevant file which requires signature, stamping, approvals from the Ministry of Foreign Affairs (MoFA), and other relevant Governmental entities.

Maintain enhanced professional relationship with all relevant authorities’ staff for timely and well-processed paperwork submission/management.

Reception and administration services

Timely registration and distribution of incoming mail and courier services in coordination with the security guards where needed.

Organise, send, and follow up all outgoing mail and courier services – including shipment of books, manuals, magazines.

Manage the pigeonhole system when needed and organise regular mail-outs.

Maintain files of incoming and outgoing correspondence and faxes as well as other needed files as per the standardized filing system.

Ensure timely renewal of the IFRC postal services including rental and redirection of mail fees payment.

Ensure that telephone calls are professionally answered.

Liaise with the security guards with regards to guests and visitors & attend to visitors, send them to the relevant offices when needed.

Ensure that the reception area is well maintained and kept clean.

Support in maintaining stationery stock and inventory and organising re-ordering when necessary.

Support in ordering business and ID cards.

Review all relevant invoices in the accounts payable system and ensure proper e-filing is followed.

Others

Be part of the after working hours administrative support phone rotation in case of urgent needs.

Act as back up for admin colleagues as per the administration job tasks list (including different administrative tasks)

Any other duties that may be assigned by the Administration Manager.

Education

University Degree in Business Administration or relevant major – Required

Experience

Min of 2 years of relevant qualification or professional experience in administration – Required

Experience in handling visas and residencies files – Required

Experience in travel arrangements, including hotels, tickets and other transportation means- Required

Knowledge, Skills and Languages

Good computer Skills (windows, spreadsheets, word-processing, microsoft office) – Required

Appropriate verbal and written communications skills – Required

Multitasking ability – Required

Stress management skills – Required

Maintain good and high-level public relations with all service providers and landlords. – Required

Maintain high level of confidentiality at all levels of work. – Required

Languages

Fluent in English and Arabic – Required

French language – Preferred

Competencies, Values and Comments

Values:

Respect for diversity

Integrity

Professionalism

Accountability

Core Competencies:

Communication

Collaboration and teamwork

Judgement and decision making

National society and customer relations

Creativity and innovation

IFRC ensures equal employment opportunities.

Building trust