Admin Assistant-Erd Program

SCOPE OF WORK: The Administrative Assistant (Admin Assistant) will support the Economic Recovery and Development Program (ERD). The Admin Assistant will be requested to travel to field locations on a sporadic basis. Who this position reports to: ERD Coordinator   RESPONSIBILITIES: Assist in resolving administrative problems related to Finance, Supply Chain and Human Resources, by collecting information, preparing notes to the file, and getting approvals Assist in the preparation and update of project budgets Maintain the supplies inventory of all ERD Program locations (Beirut and field) by checking the stock to determine the inventory level; forecast supplies requirements; place and expedite orders for supplies; verify the receipt of supplies in consultation with the Supply Chain Department Coordinate repairs to office equipment and locales in collaboration with the Supply Chain Department Collect price lists of services and items according to the procurement plan of the ERD Program Raise purchase requests and prepare payment requests and follow-up on their approval by liaising with Finance and the Supply Chain Department Draft and gather all necessary information for launching and examining competitive bids Maintain and update the PR Tracker Be responsible for the logistical arrangements of meetings, workshops and other events Prepare meetings and workshops materials Draft agendas, take minutes at meetings and workshops and maintain attendance sheets Type correspondence, reports and other documents, requested by the ERD staff in English and Arabic Prepare all necessary documentation and make all arrangements for movements and missions of ERD team members, including weekly movement plans Maintain and update the ERD electronic and hard filing system All administrative tasks should be carried out by ensuring compliance with IRC administrative standards and with local laws and regulations   Other: Other duties as assigned by the supervisor to enable and develop   Professional Standards All IRC staff are required to adhere to THE IRC Way Standards for Professional Conduct and the IRC country employment policies.