Administration Officer

Save the Children is the leading independent organization creating lasting change in the lives of children in need around the world. Save the Children has been operating in Lebanon since 1999 and is recognized for its commitment to accountability, innovation and collaboration.  Save the Children currently implements programs in Child Protection, Education, CRC, Health and Nutrition, Food Security & Livelihood, Shelter, and Emergency Response throughout Lebanon.   Save the Children is seeking qualified candidates to fulfill the following positions, for its Lebanon Country Office,open ended contract in the following locations Beirut: ROLE PURPOSE: Provides administrative support to the Finance/Administration Director on all personnel matters.  Performs a variety of associated administrative tasks in support of general office operations and staff.  Coordinates and facilitates meetings as appropriate. Coordinates specified administrative activities across multiple organizational departments and within LCO national office and sub-offices   KEY AREAS OF ACCOUNTABILITY: Support the delivery of effective Programmes, in both development and humanitarian contexts, by:   Ability and willingness to dramatically change      work practices and hours, and work with incoming surge teams, in the event      of crisis or emergency. Commitment to serving members and their      donors, and to helping build a culture of member service throughout      organisation.   Administrative:   Setting-up and maintaining filing systems for      records, correspondence and other material related to administration      files. Provide regular      secretarial tasks such as taking minutes of staff meetings, handling phone      calls, correspondence, updating contact lists, following up on stationary      needs. Responsible for the      administrative routines and general filing management in the office,      according to the Management Guide, following up on project files and      contents on a regular basis; Update Local      Management Guide Ensure employee      understanding of benefit programs by, regularly generating communication      and counselling employees as situations arise. Provide basic level      of translation upon request and when needed. Tend to general      employee inquiries e.g. recommendation letters, number of leave days, etc Respond to employees’ requests and questions      after coordinating and getting the concurrence of Country Director and Finance/Support      Service Director. Monitoring staff attendance leaves and      vacations.  Ensuring timely and      accurate completion of timesheets. Follow up and prepare on a monthly basis the      transportation allowance to be paid to all full time regular employees. Assists in preparing and managing consultant      agreements (collecting bio data sheets and all necessary documents to      complete). Preparing annual holiday list for country      office Ensure that all national office assets and      equipment are in a good condition, and follow up on any maintenance needed      or repairs. Follow up on office related insurance, making      sure that all offices are covered according to the terms of the insurance      policies. Responsible for the cleaning ladies and all      related issues. Assist international staff in finding      apartments, furniture, and other related issues Ensure child safeguarding and code of conduct      policies are signed by new employees as required. Any other tasks assigned by the Country      Director or Finance/Support Services Manager   Resources / Documentation: Keep hard copy      resources in a systematic order; Register new      resources in shared folders and sharing as appropriate with staff;   Logistics: Provide logistics      and admin support for programs of visits, meetings and workshops; Update PDI and      facilitate travel arrangement from and to the country including      reservation of flights, taxi and accommodation for visitors and workshop      participants; visa applications; QUALIFICATIONS AND EXPERIENCE Essential: BA degree in Business Administration or related field. Minimum of 3 years experience with 1 year in the administrative field Verbal and written communication and organizational skills. Ability to plan and organize and work in a systematic and organized manner. Detailed oriented Customer service oriented. Ability to priorities competing demands. Diplomacy tact and negotiating skills. Strong team player with high team spirit and positive attitude. Flexibility under pressure and in response to changing needs. Productive and responsive to instructions and project policies and regulations. Initiative, stress tolerance and reliable. Computer knowledge especially MS office, spreadsheet, PowerPoint, outlook and lotus notes Bilingual English and Arabic Language.     Desirable: Familiarity with Lebanese Labour law. APPLICATION PROCESS   Please note that the closing date for applications is : For Internal applicants (Save the Children Staff) on March 7th. For External applicants on March 12th.   The selection committee will review all applications as they are received. All applicants must meet the minimum requirements described above, and those unable to meet these requirements will not be considered. No further information will be given over the phone.   Please note: due to the critical nature of this recruitment, applications will be reviewed as they are received and successful candidates contacted on an on-going basis.  Internal Applicants are given priority in the recruitment process.   STARTING DATE: Immediate.  We’re looking for people who can start as soon as possible or within the next few weeks.   Each application package should include the following: •           Job title for the role you are applying for in subject header of the email •           Cover letter with the applicant’s current contact information •           CV (including detailed work experience, education/degrees)  –  3pages maximum •           Professional References (minimum of three, with complete contact information) •           Kindly do not send supporting certificates and documents at this stage •           Letter and CV should be saved into one Word or PDF document and sent to Lebanon.vacancies@savethechildren.org   Applications not including all of the above information will not be reviewed. Only short listed candidates will be contacted.   We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.  All applicants will also be subject to Save the Children’s usual Child Safeguarding Policy and reference checking process.