Receptionist - Beirut

ROLE PURPOSE: Performs a variety of associated administrative tasks in support of general office operations and staff.  Coordinates and facilitates meetings as appropriate. Coordinates specified administrative activities across multiple organizational departments and within Lebanon Country Office (LCO) national office and sub-offices.   SCOPE OF ROLE: Reports to: Admin Officer Staff directly reporting to this post: n/a   KEY AREAS OF ACCOUNTABILITY: Administration / Logistics: Handle phone calls politely and professionally, take messages and pass them to the concerned staff accurately and immediately and receive visitors to the office Make sure the reception area stays tidy and handled all the time Handle arriving/departing international visitors and staff with pre-departure information, booking of accommodation, airport pickup/drop off following set routines, including preparation of invitation letters when needed and coordinating with Paralegal officer for all visa issues Tracking of all coming visitors, ensure Travel Authorisation Request is submitted Preparing welcome packages for visitors (mobile phone, charger, ID access card, map, Pre Departure Information document, constant companion, child safeguarding briefing document and focal points) Arrange all visitors/ staff hotel, flight and taxi bookings, and prepare all related invoices and coordinate with logistics and finance for timely payments Provide logistics and admin support in general for visits, meetings in the office Filing of general office documents (invoices, PRs etc.) Setting-up and maintaining filing systems for records, correspondence and other material related to administration files Respond to employees’ admin related requests and questions after coordinating and getting the concurrence of direct line-manager Assist in updating all admin trackers (phone tracker, visitors tracker, guesthouse tracker, keys etc…) and disseminating them to raise staff awareness Following up on all Save the Children International office supplies (kitchen/ cleaning supplies/ stationery) and prepare relative Procurement Requests on time Having a general knowledge on admin budgets (office supplies, cleaning material, stationery, daily workers, regular daily office expenses) and tracking expenses Provide staff with Business Cards, ID access cards and rechargeable prepaid mobile cards Supervision of cleaning ladies and follow up on their work Following up on guesthouse status, check availability of rooms and manage long stay visitors in coordination with admin officer   Distribute and track mobile/SIM cards to international staff Keep trackers of international staff movements and housing in coordination with Safety and Security department Ensure that the office and sub- offices are well maintained and equipped Ensure that all office equipment and facilities work properly and comply with health and safety regulations Ensure that a Country Office assets register is kept up to date                                                                                     Resources / Documentation: Keep hard copy resources in a systematic order; updating admin trackers as needed (phone tracker, visitors tracker, guesthouse tracker etc…)   QUALIFICATIONS AND EXPERIENCE Essential: Minimum university undergraduate or vocational degree in administration. Minimum of 1 year experience in the administrative field Good verbal and written communication and organizational skills. Ability to plan and organize and work in a systematic and organized manner. Detailed oriented. Customer service oriented. Strong team player with high team spirit and positive attitude. Flexibility under pressure and in response to changing needs. Productive and responsive to instructions and project policies and regulations. Taking initiative, stress tolerant and reliable. Computer knowledge especially MS office, spreadsheet, PowerPoint, outlook and lotus notes Bilingual English and Arabic (French is  a plus)