Administration Assistant -German Red Cross

Job purpose: The Administration Assistant is supporting the Support Services Coordinator, for the overall administration management of the GRC Regional Office in Beirut to ensure an optimal timely performance.The Administration Assistant is supporting the Support Services Coordinator, for the overall administration management of the GRC Regional Office in Beirut to ensure an optimal timely performance. Job duties and responsibilities: In coordination with the Support Services Delegate, prepare and follow-up on delegate visas and residency applications. Ensure the embassies, MoFA and GS procedures and requirements are followed for the visas and residence applications. Take in charge and coordinate with the staff that require a transportation/ flight, accommodation or travel insurance, in Lebanon and in international options, that full process is following the GRC regulations and ensure that all support documents needed (mission order, agenda, accommodation invoice, taxi receipt, boarding pass, related invoices…etc) are in place. Inform to the IFRC responsible of security, of all movements of GRC staff in duty trip. Ensure that all personnel have a well-equipped workstation and attend to any requests regarding stationery and furniture. Manage contracts and services for the regional office and delegate houses and apartments. Follow the utility payment of all apartments, update the overview. Facilitate that the office premises and grounds are adequately cleaned & maintained – supervise the cleaning lady - and that the office utilities (electricity, water, telephone, fax, e-mail, office security system, garbage and recycling services) are functioning properly and invoices paid to services providers. Ensure that all offices in coordination with finance and logistic team carry out at least once a year, physical stock takes and check all fixed asset movements and disposals in order to reconcile and update the record. In coordination with the Logistic team, prepare and collect the reimbursement of the private car use. Update the overview. Claim and collect from all GRC staff, the private phone use. Update the overview. Provide day-to-day support to Regional GRC staff, including telephones, internet service and office equipment and identify future needs. Supervise the proper implementation of the regional filing systems (hard and soft). In coordination with the IT responsible of the RO, update the IMS file system. Support the planning and organization of meetings and workshops. Write minutes of the RO meetings. Be part of the after working hours administrative support phone in case of urgent needs. Any other duties that may be assigned by the Support Services Coordinator or the Regional Representative Position Requirements Education-Qualification Required Preferred Business/Administration Studies or minimum professional experience in Finance-Administration. X   Experience Required  Preferred Minimum 2 years work experience in a administration role   X Experience of working for an Humanitarian Organization   X Experience in dealing with hotels and other service providers   X Knowledge and Skills Required  Preferred Strong communication skills x   Organization and planning skills x   Teamwork x   Ability to work under pressure x   Commitment to the International Red Cross & Red Crescent Movement x   Flexibility x   Analytical thinking x   Highly organized x   Languages Required  Preferred Languages: English  and Arabic X   Languages: French   X