Administrative & Logistics Officer - Norwegian Red Cross

Organizational context (where the job is located in the Organization) The MENA zone work of the Norwegian Red Cross (NorCross) is implemented through and in close cooperation with the Red Cross and Red Crescent Movement partners in the region NorCross has currently 5 National Society partners in MENA Zone that are implementing health, OD, relief and WASH related programmes both bilaterally and multilaterally.   Job purpose The Officer will provide administrative and logistics support to the Norwegian Red Cross (NorCross) regional office in Beirut. The Officer will be responsible for the day-to-day administrative support functions for the regional office and support NorCross regional programs, including procurement and logistics support for NorCross’ Syria response programs. The officer will be responsible for ensuring that NorCross and partner national societies adhere to established procurement regulations.     Job duties and responsibilities Under the supervision of the Senior Finance Officer   Administrative: The Officer will be responsible for the day-to-day administrative support functions for the regional office. Responsibilities include: Provide day-to-day support to regional NorCross staff, including telephones, internet service and office equipment and identify future needs Ensure timely welcome services, hotel and flights bookings and other support services for NorCross staff and visitors Manage contracts and services for the regional office and delegate houses and apartments. Translations. Prepare and file documents for signature and/or action, as necessary and ensure that that proper filing systems are in place for the office Support the planning and organization of meetings and workshops Liaise with the IFRC and partner national societies to acquire visas and other permits for NorCross staff and visitors                 Ensure that NorCross vehicles are in good conditions and liaise with the IFRC about necessary repairs and                   improvements as necessary   Logistics: Working closely with NorCross regional team and staff from partner national societies, the Officer will: Establish and maintain a well-functioning logistics support operation for NorCross’ in MENA with special focus in the Syria Crisis Response. Coordinate logistics and procurement operations with NorCross and partners finance, logistics and procurement units Ensure that NorCross delivers a logistics service that understands and meets the need of NorCross’ partners and services users, balancing service quality against service cost Maintain records of all outstanding purchase orders with external vendors and arrange transportation and forwarding services for all orders to ensure delivery on schedule Prepare reports on personnel and material movement and ensure that reporting requirements are fulfilled in an accurate and timely manner Ensure compliance with NorCross and Red Cross Movement logistics standards and regulations Support other regional logistics needs as necessary Complete other administrative tasks, as necessary and as requested by the line manager       Duties applicable to all staff 1. Work towards the achievement of NorCross goals in the MENA region of operation through effective managerial relations and teamwork 2. Ensure understanding of roles, responsibilities, lateral relationships and accountability 3. Perform other work related duties and responsibilities that may be assigned by the supervisor Position Requirements Education   Required Preferred University Degree in Business Administration or relevant major X   Experience   Required  Preferred 3-5 years of relevant professional experience in administration X   Experience in dealing with suppliers and procurement X   Experience in water and sanitation procurement   X       Knowledge and Skills Required  Preferred Strong communication skills, including ability to prepare and present concise oral and written logistics operations reports, briefings, updates and other documentation X   Strong sense of ownership and able to see through the completion of task assigned     Demonstrated management, planning and organizational skills X   Ability to establish priorities and to plan, coordinate and monitor work plans X   Comprehensive understanding of logistics operations and practices X   Strong personal initiative and willingness to accept responsibilities and new tasks X   Excellent relationship building skills and willingness to work in a team X   Ability to develop and maintain effective working relationships with logistic counterparts in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity     Teamwork: Commitment to the International Red Cross & Red Crescent Movement; integrity & personal conduct; sensitivity to diversity; Flexibility & adaptability; interpersonal skills; resilience; friendly. Have a positive attitude, proactive, resourceful, hardworking, trustworthy, matured and able to maintain confidentiality at all times. X   Ability to work independently and under pressure X   Resourceful and capable to research and source information X   Pro-active and highly organized X   Languages Required  Preferred Languages: English  and Arabic X   Languages: French   X