Administration Assistant/receptionist

PROGRAM/DEPARTMENT SUMMARY: The Operations team is committed to implemented and maintaining the highest standards of efficiency and integrity in the purchase of goods and services, handling logistics and implementing administration procedures for Mercy Corps in Lebanon. The overriding objective for all Mercy Corps operations activity is the prompt and effective provision of materials and services in compliance with donor specifications.  GENERAL POSITION SUMMARY: The Administrative Assistant/Receptionist will be responsible for running the front desk at MC Lebanon Beirut Office, responsible for taking any in-coming phone calls, ordering stationary, processing monthly phone bills, translation of program documents and other duties as assigned. ESSENTIAL JOB FUNCTIONS: Providing reception at the Beirut Office, receiving guests, suppliers, and visitors; answering phones as needed Maintain and regularly distribute Current Contact List, Constant Companion, and Extension List of all staff on a frequent basis Reconciling monthly phone bills, ensuring phone payments are processed, and assisting with operational expense reports monthly Maintaining, tracking and ordering monthly stationary stock and kitchen supplies Collecting quotations, receiving in-coming goods, attaining signatures from suppliers, and informing procurement as per Mercy Corps policies and procedures Assisting with Administrative Officer as needed Distributing tender documents and collecting them at the front desk as per MC procedures Ordering Mercy Corps staff IDs Preparing policies for shipments, receiving shipments, and distributing the shipments accordingly Receiving mail, logging mail, and distributing it accordingly Organizing and scheduling of meetings and trainings within Mercy Corps Participate in the following up and collection of timesheets from the Admin Department. Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission Other duties as assigned SUPERVISORY RESPONSIBILITY:  None ACCOUNTABILITY REPORTS DIRECTLY TO:  Administrative Officer WORKS DIRECTLY WITH: All Departments in Mercy Corps Lebanon EDUCATION AND EXPERIENCE: Preferably a degree holder in a relevant field. 2-3 years’ experience in administrative functions. Strong organizational and communication skills, ability to multi-task, ability to use MS office. Possessing a BA degree in any Technical Diploma.