Admin Assistant / Receptionist

JoB Purpose Assist in the smooth running of the office, through contributing to management of the office and the guesthouses/accommodation, event organisation, and all related activities.   Core Details Location                                       Beirut, Lebanon Grade:                                          Level E1 Contract Type                              Fixed Term This role reports to                      Logistics, Admin and Security Manager Staff reporting to this post             Cleaner Budget Responsibility                  None  Dimensions: Manages moderate amounts of cash and/or equipment. Some limited line management or informal supervision of volunteers and F level employees. Draw from a number of information sources to inform individual and group decisions. Solves basic problems which have some variety, and takes decisions based on a number of possible options. Communicates widely within the department, with some Oxfam contacts and/or wider external contacts. Contributes to the development of improvements to the department's services, procedures and systems. key Responsibilities: Office Management Assisting with general office management.  This includes: Management of all office supplies, including coffee and tea facilities (including stock keeping and control on a monthly basis with support from LOGs manager) Reports office equipment failure to the necessary department (lights, A/C, Printer, etc) Ensuring cleanliness of ALL office area on a daily basis by supervising the cleaner Ensuring office keys management and office access authorisation for visitors and staff Ensure all Oxfam staff are issued with Oxfam ID Cards Ordering of business cards Provide cover for administrative colleagues during periods of annual leave/sickness. To maintain confidentiality and observe Data Protection guidelines.  Reception function Welcoming visitors and showing them to their hosts’ offices Keeping visitors’ log book (Name, Time, Date, Person visiting) Keep the reception area tidy at all times Operating the switchboard Despatch either (courier or staff related documents) Manage booking of meeting rooms Ensure availability of up-to-date contact lists (internal, external) International visitors and new staff First point of contact for international visitors and new staff arriving in the office Check if visitors and new staff have all practical information they need for the work at Oxfam and stay in Lebanon International Travel and Accommodation Ensure accurate travel bookings/ticketing with preferred supplier travel Ensure accurate booking of accommodation (hotel or Oxfam Guesthouse) Keep accurate records of all travel tickets purchased and reconcile against travel requests and travel agent invoices Ensure timely submission of payment requests to the Finance department Arrange for airport pickups and drop-off for staff and visitors Event Organisation (workshops, conferences, etcetera) Make all arrangements for events Communicate with facilitators to ensure that all administrative conference needs are met i.e. liaising with venue on seating arrangements, facilities for data projection, whiteboard etc.  Accommodation and Guesthouses Assist with the management of all accommodation/guesthouses related rental contracts and utilities’ contracts, and timely payment of invoices. This includes keeping accurate inventory lists of accommodation/guesthouses Assist with room allocation of staff or visitors in Oxfam guesthouses or other types of accommodation and keep an up-to-date register Ensure proper key management Assist with the supervision of the maintenance and cleaning of Oxfam guesthouses or other staff accommodation Ensure all persons staying in Oxfam guesthouses/accommodation are given a copy of the applicable house guidelines (cleaning/laundry arrangements, wi-fi access, garbage disposal, contact numbers for reporting problems,  etcetera) Management of employees reporting to the job holder Manage/supervise the function of the Cleaner Ensure that employees being supervised have clear job profiles and are performance managed accordingly Develop and supervise office hygiene checklist with support from LOGS manager Other Keep adequate filing systems Other adhoc administrative functions or projects as tasked by the Logistics, Admin and Security Manager Skills experience and knoweldge Good command of written and spoken English and Arabic Relevant higher education with two years experience in a similar job Excellent command of common computer applications (Windows, MS Office) Drive to achieve results, good work planning, tea player, service oriented Good communication skills, self awareness, adaptable and flexible Share Oxfam’s  values, especially gender sensitivity and respect for all