Project And Administration Assistant

Office Administration Systems / Human Resources • Implementing and monitoring compliance with relevant policies and systems (e.g. procurement policy, office health and safety policy); • Managing and maintenance of the office to ensure full and consistent functioning (e.g.: keeping office supplies in good order; ensuring that the rental agreement is kept up-to-date and facilities such as water, electricity, AC units, telephone and internet systems etc. are maintained and functional; managing contracts for cleaners and maintenance, etc.). • Negotiating best value for money contracts with suppliers and office insurance policies; • Managing computer equipment, office supplies and other project assets; • Maintaining an inventory of all Alert assets; Communications and HR support • Ensuring that communication systems are in good working order; • Monitoring the security situation and keeping Finance and Administration Manager up-to-date; • Monitoring and regularly updating International Alert’s Lebanon security policy. • Filing of documents • Supporting Alert Lebanon compliance and best practice in HR practices in coordination with the Senior Programme Finance and Operations Officer Project logistics coordination: • Working closely with the Senior Project Officer on the Bekaa Dialogue project to organise dialogue session, including booking venues, inviting participants and facilitators; draft minute of the session. • Be responsible for arranging bookings (hotels, venues, flights, transportation, etc…) Legal support: • Leading on the registration of new staff with NSSF and Income tax/ Arrange NSSF and Income tax payments • Follow up with lawyer on working permits for expats Programme support • Developing understanding of, and contributing to, Alert’s Lebanon project activities and strategies; • Being an active member of the Alert team in Lebanon, and supporting and assisting colleagues. Experience: ESSENTIAL At least 2 years’ experience in HR and admin support for an NGO project/office in Lebanon Supervision, organization and monitoring of project logistics DESIRABLE Management of relationships with partner NGOs Knowledge & Skills ESSENTIAL Very good level of verbal and written communication in English Fluency in Arabic Excellent knowledge of Microsoft Office applications, Excel and Word DESIRABLE Understanding of Lebanon’s legal requirements for NGO management Can communicate in French Personal Qualities: Good team member Good initiative and self-starter Good time management and ability to prioritise work Ability to work evening and weekend hours when necessary Ability to communicate across international barriers Enthusiastic to be part of a new and growing project and understands the ideals and vision of Alert