Administration & Office Manager

Project Background: The Water Infrastructure Support and Enhancement for Lebanon (WISE-Lebanon) project is a three-year project funded by the U.S. Agency for International Development (USAID) with the objective to enhance Lebanon’s capacity in the management of water resources through water and wastewater infrastructure upgrades and related management support. WISE-Lebanon is composed of three components, including (1) Project identification and design to provide resources to perform a focused analysis within potential areas of intervention and identify specific projects and activities, develop an architectural and engineering design  identify specific projects and activities, and prepare bidding documents for the implementation of selected projects, (2) Project implementation to provide engineering, construction, procurement, and construction supervision/management services for the implementation of selected water and wastewater infrastructure projects, and (3) Capacity building on implemented capital investment to enhanced the capacity of Water Establishments (WEs) on the management of the implemented projects. Expected outcomes of WISE-Lebanon include improved water and wastewater infrastructure in Lebanon and increased financial and managerial performance and sustainability of the partnering WEs The Administration & Office Manager will provide administrative and operations support to the WISE-Lebanon team, and use his/her strong interpersonal skills to effectively work with and coordinate staff  Technical Responsibilities of the Administration & Office Manager: Under this scope of work, the Administration & Office Manager shall perform tasks including but not limited to the following:   Administrative Ensure that all administrative tasks for the project are completed. Maintain communications logs, filing systems, and a complete and thorough inventory of all property of the WISE-Lebanon program. Track deliverable submission timeline and maintain reports on file. Maintain and organize all project documents electronically and in hard copy, as necessary. When possible, obtain copies of relevant documents to include in project files, and produce synopses of documents when required. Coordinate with the local import/export authorities to get project commodities and expatriate household effects in and out of the country. Facilitate communication between the project office and Chemonics’ home office. Maintain petty cash fund. Oversea travel arrangements, clearances and hotel reservation for all short-term consultants traveling to the field Assist in the preparation of project correspondence, reports, presentations, and contractual deliverables, including quarterly and annual reports and success stories Translate miscellaneous documents between Arabic and English, and vice versa, as needed. Organize and facilitate the logistics of conferences, seminars, workshops, and training, including venue identification, travel, food and beverage, translation services, document distribution, etc. Establish meetings and facilitate interaction between WISE-Lebanon team, consultants, and beneficiaries. Follow up with project stakeholders as necessary. Ensure consultants receive necessary information prior to assignment. Serve as note taker for meetings and events, as needed. Mail documents and send the pouch as needed to the home office. Coordinate with the IT service provider to ensure the functioning of internet access during office hours and the availability of necessary computer hardware and parts, diagnostic and repair equipment, and general IT maintenance Help coordinate office procurement needs such as project goods and services, and office supplies Ensure that the photocopier and other office equipment is well maintained, operating properly and ensure adequate supply of consumables. Ensure that vendors are honoring maintenance contract terms and warranties. Perform miscellaneous tasks as may be assigned the Chief of Party or direct supervisor to achieve WISE-Lebanon goals and objectives.   Secretarial Serve as the first point of contact for office visitors. Answer the office telephone, direct calls, and take messages as needed. Schedule appointment with WISE-Lebanon project staff as needed.   Human Resource s/ Personnel Supervise the field expeditor(s) and maintain drivers scheduling log. Provide oversight of vehicle logbooks. Assist in recruiting and hiring short and long term support staff (review CVs, interview candidates, check reference, prepare employment agreements, prepare biodatas, explain benefits, draft scopes of work, etc.) Assist in recruiting and hiring short consultants (review CVs, interview candidates, check reference, prepare consultant agreements, prepare biodatas, etc.) Update the WISE-Lebanon contact list and organizational chart as necessary. Manage the local insurance contracts (health, personal accident, and property). Maintain files and logs for personnel, including employment agreements, leave trackers, etc. Upon COPs request, update guidelines outlined in the WISE-Lebanon policy manual as needed, and notify project staff of any changes in policy via email. Identify needs for professional services (office repair/maintenance, cleaning, scanning, IT, etc.) and obtain such services in a manner compliant with Chemonics and USAID regulations in coordination with the Finance and Administration Director. Coordinate and supervise all professional service providers, and ensure timely and appropriate payment of services. Identify and/or report any conflicts of interests that may arise to the Chief of Party and Procurement Specialist in a transparent and proactive way, ensuring that all information and reports are documented appropriately. Security Ensure the security system is activated on a daily basis, if applicable. Update the information contained in the emergency action plan as needed. Assist in the provision of rapid, efficient and effective coordination on any emergency employee situation as may arise such as Medevac Services, emergency evacuations out of Beirut, and injuries to employees during working hours. Ensure the security and safekeeping of all program property located within the WISE-Lebanon office.