Office Assistant

Solidar Switzerland is a non-governmental organisation (NGO) whose purpose is to assist disadvantaged, persecuted and oppressed people in Switzerland and abroad with material support and by helping them to help themselves. The institution established in 1936 works for social justice and fights against exclusion and the division of society. Solidar Switzerland has been operating in Lebanon since September 2012 implementing programs in Food Security, Non Food Item distribution and emergency response.  Solidar Switzerland is seeking qualified candidates for the position of Office Assistant to oversee the operations of relief projects in Nabatieh, Saida and Jezzine Districts.  Background:  This position will support emergency Non Food Item Distribution, Shelter and WASH interventions aimed at improving the lives of refugees from Syria and providing critical support to host communities. The office assistant works under the direct supervision of the Finance/HR Manager and is responsible for administrative matters for the Solidar office in Nabatieh. In addition, the office assistant is responsible for providing assistance to all the support team upon request. ADMINISTRATION Help the finance and administration department particularly in following the documents for finance ministry, NSSF, and Bank, etc ; Draft/prepare administrative letters ; Assist in ordering, stocking and distributing the office stationary and supplies ; Support the organization of the office. HUMAN RESOURCES Create personal folders for new staff; Update personal folder on regular bases & ensure accuracy and completeness of data; Check leave request forms and update leaves follow up table for staff; Supervise and monitor staff time sheets and report to Finance/HR Manager; Circulate vacancy announcements for new recruitments; Check new employee’s references and collect all information required for contract (ID card, photos, identification information, etc). LOGISTICS Support the administrative aspects and paper work in logistics department; Follow-up of the orders from with program managers and head of departments; Support logistics to manage assets, controlling and checking that the asset’s inventory and follow-up is being properly done. EXTERNAL COMMUNICATION Set appointments and meetings; Manage communication via e-mail, phone, calls; Follow up the beneficiaries’  hotline and register the complaints; Welcome guests/visitors (donors, NGOs, candidates, journalists, suppliers etc.); Update regularly the directory.  OTHER Print/Scan and photocopy support for other departments; Assist Admin/HR and Finance on daily routine tasks (filing, computerizing & cross checking of data); Assist Coordination and other dept. on documents filing and sorting documents/data.  Undertake any other tasks as requested by the Country Representative or the Finance/HR Manager as needs arise.