Field Administrative Assistant/logistics

Scope/Objective: Ensure the good implementation and achievements of the objectives of P.311-001/2013 intended to support Syrian refugees.     Tasks, Duties & Responsibilities: Oversee all aspects of general office coordination. Maintain office calendar to coordinate work flow and meetings. Receive refugees Maintain confidentiality in all aspects of client, staff and agency information. Monitor and follow up at the field level all activities of the project. Assist and support social workers, psychologists, field project coordinator and program manager in the project’s implementation. Manage the communication flow between field and HQ, in the frame of DCV’s projects. Prepare responses to correspondence containing routine inquiries related to the project. Perform general clerical duties including but not limited to, bookkeeping, copying, faxing, mailing and filing related to the project. File and retrieve organizational documents, records and reports. Coordinate direct office services, such as records, personnel and housekeeping. Contribute to quality and in-time implementation of DCV’s project, according to the action plan. Set up and coordinate meetings and conferences. Attend meetings as requested in order to record minutes. Compile, transcribe and distribute minutes of meetings. Research, price and purchase office furniture, equipment and supplies related to the project. Support staff in assigned project-based work. Report to the Program Manager. Other duties as assigned by the Program Manager. Be responsible for the stock and logistics at the level of relevant field office and coordinate closely with the Logistics Responsible at HQ. Monitor the quality, quantity, cost and efficiency of the movement and storage of goods Manage the inventory control and maintain an electronic inventory management database Manage & coordinate the day-to-day operations and activities of the warehouse ensuring effective stock Compile weekly and monthly stock movement reports Ensure that project documentation related with movements of goods (delivery notes) and distributions (distribution lists) fulfills donor’s requirements.   Qualification and requirements Holder of at least a bachelor degree in relevant fields At least 2-3 years of experience in humanitarian field Meticulous, refugee-customer oriented, with excellent negotiating skills Good computer skills, namely on excel English literate Strong communication skills (verbal and written) Ability to work effectively with a team environment honesty and integrity Ability to work under pressure Ability to travel permanently in Lebanon if the security situation allows