Administration Officer And Translator

CONCERN WORLDWIDE IN LEBANON  JOB DESCRIPTION  ADMINISTRATION OFFICER AND TRANSLATOR    Job Identification  Job Title:                              Administration Officer and Translator      Location:                              Akkar district, North Lebanon Reporting Line:                 Finance and Admin Manager Staff Reporting:                                Drivers, Admin Assistant, Auxiliary staff Job Status:                          Temporary – 6 months Job Grade:                          Grade 6 Prepared by:                      Emergency Coordinator Date Prepared:                 18 June 2013 Approved by:                    Country Director     Job Summary                     This is a support function in terms of providing a service to the programme and operations teams.  The post-holder will facilitate administrative support which could encompass a range of tasks that will require skills in prioritising and managing competing demands from a variety of clients.  A client centred approach is essential to being able to perform this role.  The role also includes providing high level translating and interpreting services between English and Arabic. It is possible that the post-holder will be privy to private and sensitive information and will need to be able to maintain confidentiality.      Duties and Responsibilities   1. Maintain, and be able to account for, stationary and office supplies a)      Ensure that stationary is available as per the requirement of the teams b)      Efficiently order, log and distribute stationary and office supplies based on projected usage and needs c)       Maintain records of stationary and office supplies purchases and usage d)      Provide SIM cards or reimbursement of phone costs as per Concern policy   2.  Maintain equipment in Concern office and staff houses (if required) and ensure they are functional meeting health and safety standards a)      Ensure all office equipment are maintained and repaired in a timely manner b)      Purchase office equipment as per procurement procedures as required c)       Make arrangement for annual renewal of asset/inventory service agreement before expiry d)      Undertake quarterly/annual verification of asset/inventory stocks e)      Ensure that fuel is available for generators (as necessary) f)       Ensure monthly maintenance of the generators (as necessary) g)      Ensure fire extinguishers are maintained in working order h)      Maintain register of key issuance for office and any staff houses   3.  File and documentation management a)      Maintain an electronic and hard copy office filing system for all non-programme files b)      Assist authorised officers to locate filed documents as required   4.  Manage Concern transport pool for North office including rented vehicles according to the transport usage regulations and security management plan in order to provide efficient and secure transport for official use. a)      Ensure drivers are maintaining log books and records of fuel purchase. b)      Check log books regularly and provide monthly reports on vehicle use, maintenance and fuel consumption, vehicle mileage summary, personal usage deduction to relevant staff. Take appropriate action in case of any major variation. c)       Maintain contracts with fuel suppliers including contract renewals on set format, payment on monthly basis d)      Maintain a trip and vehicle usage planning system to promote efficient use of vehicles e)      Plan and ensure routine preventative maintenance of vehicles is carried out according to rental agreements so that vehicles are available for programme activities meeting safety requirement. f)       Manage vehicle rental contracts ensuring timely review and renewal g)      Maintain vehicle supplier list both for routine and emergency requirement and conduct regular market surveys h)      Maintain a file for all Concern vehicle/s with all relevant information and repair and maintenance record. i)        Ensure all transport incidents are recorded and elevated to senior staff as per vehicle usage regulations   5.  Maintain a register of Assets and Inventory. a)      Track and control the movement of equipment between sites and temporary off-site work. b)      Maintain Fixed Assets Register and Inventory List and issue unique numbers to asset and inventory as and when required c)       Quarterly reconcile Fixed Assets Register and Inventory List with Finance Officer   6.  Event management and hospitality a)      Arrange meetings and workshops as requested based on meeting organisers needs b)      Ensure refreshments are available for office visitors and guests c)       Arrange accommodation, transport, scheduling etc for official visitors to Concern   7.  Provide security advice and assist in security management a)      Maintain contacts with other agencies and organisations in order to stay aware of any issues/events/incidents that pose a risk to Concern staff, beneficiaries and assets b)      Provide relevant security advice and information to manager   8.  Translation and interpreting services a)      Upon request, translate documents from English to Arabic and Arabic to English b)      Upon request, work with staff, service providers and beneficiaries to provide accurate and professional interpreting services.  This could include in meetings, interviews, field visits, group discussions etc   9.  Responsible for timely renewal of visas for international staff and permission requests for travel to restricted areas a)      Develop a cordial relationship with central government officials by regularly meeting them specially Ministry of Social Affairs and other relevant government ministries for visas and government reports with support of manager b)      Process all visa’s and ensure that visas are renewed before the expiry c)       Process travel permissions as required   10.   Effectively manage and support staff reporting to this post a)      Provide regular support and feedback to post-holders reporting to this role b)      Undertake probation and annual performance reviews frankly and in timely manner c)       Ensure sub-ordinates are clear about their role, expectations and all relevant policies and procedures d)      Support the professional development of subordinates e)      Undertake joint work planning f)       Facilitate communication flows between subordinates and senior management   11.   Assist the Admin and HR Manager to regularly review systems as part of quality improvement processes 12.   Assist the Admin and HR Manager to prepare and review budgets 13.   Prepare payment requests for finance department with all the necessary documents for purchases made for administration expenses   14.   Assist the Admin and HR Manager to roll-out and inform staff of changes to administrative procedures/policies 15.  To adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct. 16. To support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment. 17. To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6). 18. Undertake other appropriate tasks that support the work of Concern in Lebanon as requested     Skills, Qualifications, Experience and Attitude Required Recognised      tertiary qualifications in administration or related discipline At      least three years experience in administration field Experience      translating documents and providing oral translation services between      English and Arabic Previous      experience working with humanitarian organisations is desirable Strong organisation      and problem solving skills Excellent computer skills in a MS Office and      good command of email Ability to work calmly and efficiently under      pressure to meet tight deadlines Excellent oral and written communication      skills in Arabic and English. Client centred approach to work Demonstrated ability to interact with other      people effectively and diplomatically Commitment to maintaining confidentiality Ability to work within deadlines, prioritizing      competing demands and under pressure Ability to negotiate      and assist in the resolution of disputes/conflict Attention to detail Willing      to work in the field as per need of the project activities including      occasional overnight stays away from home base Non-judgmental      attitude and respect for Concern’s beneficiaries, other staff and people      that Concern deals with Commitment to humanitarian principles and      values Commitment to Concern equal opportunity and      gender practices     Concern Staff Code of Conduct and Programme Participant Protection Policy (P4)   Concern Worldwide has a staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern Staff, consultants, visitors to the programme and partner organizations; and the standards of behaviour expected from them. In this context staff have the responsibility to the organization to strive for, and maintain, the highest standard in day to day conduct in their work place in accordance with Concern’s core values and mission.   Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contract employment.   Any breach of Concern Staff Code of Conduct or the Programme Participant Protection Policy by employees of Concern Worldwide during the course of their employment will result in disciplinary action up to, and including dismissal.     Counter Terrorism Policy Concern receives a substantial amount of funding from external donors each year.  Increasingly donors are introducing requirements whereby future funding is conditional on Concern ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List).    ‘Any offer of employment (either paid or voluntary) with Concern Worldwide will not be made pending a clearance check being conducted on the applicant.  For additional information please consult our web site or contact the Human Resource Division in our Head Office. By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists.’