Administration Assistant

The Administration Assistant is expected to represent Norwegian Refugee Council (NRC) Lebanon in a responsible manner and always to act in accordance with the NRC Code of Conduct.   JOB PURPOSE: To support FAO with Administration routines : update, maintain and disseminate Administration procedures throughout NRC   Bekaa office To coordinate the work of the Office Keeper.  To take responsibility for the daily practicalities of the office.   DUTIES AND RESPONSIBILITIES:   Administration:   -     Service the reception and welcome visitors. -      Send and receive Emails from/to administration assigned account on daily basis. Dispatch of Memos, Emails, or other announcements internally and externally. -      Keep updated list of staff and contact details for Bekaa office. -      Attend meetings on request to take down minutes and be capable of editing, typing and circulation to participants concerned. -      Support when needed, translation, printing, binding etc -      To compile any relevant security movement report and maintain movement control when required by Security Focal point -      To coordinate the provision of telephone lines -      Follow up on MTC and Liban call Urgent news SMS for Bekaa office . -      Follow up trainings and workshops (Arrival of guests, transportation, accommodation, food, ad hoc requests, departure of guests, payments etc)     Logistics:   -      To support in procurements: to issue requisitions, order, distribute, and follow up payments  ( stationeries, office supplies, kitchen supplies, maintenance for Bekaa   office, as well as visibility items, Id cards, business cards, printings for Bekaa NRC offices etc. -      To support in request quotations, receive offers, and prepare bid comparison to identify suppliers for   Bekaa office.   Personnel:   -      Support implementation of staff related policies in compliance with NRC guidelines -      Maintain sheets for Leave days, overtime, and overnight allowances for all NRC staff. Before the 25th provide updated reports to A-HR officer.   Finance:   -       Responsible for the daily handling of petty cash box records for the Bekaa office. -      Computerize and file vouchers and invoices. Monthly Report to FAM/FAO