Administrative / Program Assistant

The Administrative / Program assistant works independently to support administrative services and coordinate projects and programs ensuring a smooth operation and consistent adherence with organization policies and procedures.   § Coordinate administrative tasks and coordinate all support services. § Manage all logistical aspects of project administration including arranging travel, processing travel clearances, preparing itineraries, scheduling meetings, conducting official guests throughout their visits to IOCC/Lebanon, and fielding consultants. § Provide administrative support to senior staff; § Manage housekeeping, space planning, and facility and equipment maintenance. § Anticipate office needs and potential problems and take action to head them off. § Prepare typed documents as requested by Country Representative, Regional Director and Office Manager. § Prepare recruitment process: posting announcement from job description, CV filtering, setting up and managing interview schedule, preparing materials for interview committee, documenting recruiting and interviewing processes, preparing the job offer letter, preparing and sending out thank you letters to candidates not accepted. § Make sure that a comprehensive filing system is maintained in the office. § Manage the office inventory of supplies and assets and ensure that adequate supplies are on hand, that needed maintenance is performed, and that office staff have all needed materials. § Control access to the keys, documents and use of IOCC vehicles, supervise the drivers, and ensure that vehicles are available for use by appropriate staff during work hours and that vehicles are used for work-related purposes only. § Keep and maintain office calendar § Fulfill other administrative functions as required. § Support the implementation of IOCC projects. § Support other tasks referred by Senior Staff    Qualifications  Knowledge and Skills:  Correspondence, filing, and excellent computer skills including Microsoft Office programs. Excellent written and oral communication skills, and excellent communication in English & Arabic.  Competencies:  Ability to build strong organizational relationships with staff and contacts. Education & Experience: High school Diploma or Equivalent with minimum of 2 years relevant experience in Administration preferable with International NGO. Certifications: None required     Contacts/Key Relationships Office Manager Country Representative