Administration Assistant

 Purpose: To ensure efficient assistance to the Administration Senior Officer and responsible for the proper and standard function of the  Office  Specific Duties Responsibilities and Accountabilities 1.   To assist the Administration Senior Officer in the physical stock takes, compilation and update of Federation furniture at delegates’ houses and offices every six months. 2.   Ensure proper procedures are done when a delegate completes his/her mission and ensure that delegate signs inventory. 3.   Ensure that all movement of assets between the warehouse, offices and residences is properly recorded and acknowledged in the books of the warehouse officer. 4.   Assist the Administration Senior Officer in the attendance to maintenance at offices and houses. 5.   Assist in the issuance of stationery and groceries and help in the update of stock cards of purchases, withdrawals of the same.  Ensure that requisitions are properly authorised and stocks are ordered before they run out. 6.   To maintain a keys register kept in the admin office where all spare office keys are kept and directory of who has got which keys kept both on computer and hard copy on file. 7.   Assist the Administration Senior Officer in the processing of rentals, utilities, repairs and maintenance payments ensuring all authorised signatories are obtained for such payments. 8.   To stand in for the Administration Senior Officer on Administration issues during his/her absence. 9.   Alternate with Receptionist during lunch break. 10. In conjunction with the Administration Senior Officer organize meetings with estate agents, cell phone companies and other suppliers. And negotiate favourable rates for the office. 11. Basic reconciliation of invoices and forwarding to Finance for payment 12. Assist in obtaining travel insurance and police clearance for all vehicles and ensure that the vehicle is properly equipped, is in good order and has all necessary documentation (including at least the mission order, the logbook, the vehicle registration document, the insurance certificate(s) and any police clearance required) before leaving on any trip outside Beirut. 13. Upon request from the Administration Senior Officer, ensure that all Delegates, IFRC staff and visitors to the IFRC are met at the airport or taken to the airport or otherwise transported around Beirut as required for official purposes. 14. Perform other official errands as directed by the Administration Senior Officer including the collection of visas, customs clearance papers and quotations. 15. Provide broad-ranging administrative support and maintenance in the IFRC office and residences