Administration Assistant - Beirut

Main Purpose Give support to external administrative work and to the coordination team in obtaining working/travel permits, as well as all official contacts, procedures and importation of goods, according to local and international laws and MSF procedures, in order to ensure the smooth running of MSF activities. Accountabilities Together with the HR Co, ensure that all MSF staff has applied and obtained on time any visa, stay, travel or working permits in the mission country according to needs, and keep information on legal, administrative procedures Keep the HR Co informed about ongoing processes, specific situations or changes in the procedures related to visas, working permits, etc. Know all the procedures that MSF needs to follow in order to import goods from any country and assist the mission in following these procedures, in cooperation with the LogCo and the logistic department of the mission. Register new MSF employees with NSSF and update social security & tax office employee files in order to meet legal requirements and duties. Ensure archiving and monitoring of individual dossiers and deliver all documents relative to the professional life of MSF employees in Beirut Establish and maintain professional contacts with relevant authorities, depending on the context and the needs of the mission. Arrange meetings related to administrative issues for the Head of Mission or the HRCO as well as attend them. Arrange bookings and follow-up payments related to accommodation in Beirut for MSF staff members Keep a complete and updated detailed list of all useful contacts in the Country/Mission with names, telephones, addresses and other relevant details. Support the HR Manager in translating documents into local language. Assists the HR Manager in meetings upon request. Keep all documentation and files updated, properly filed and easily accessible for the internal users.