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 AO with Administration routines : update, maintain and disseminate Administration procedures throughout NRC Lebanon operation •To coordinate the work of the Office Keeper. •To take responsibility for the daily practicalities of the office. DUTIES AND RESPONSIBILITIES: Administration: -Servicing the reception, operate main switchboard 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. -Update monthly list of staff for Beirut office. -Keep contact list for NRC national and International staff updated at all times. -Make travel arrangements, booking of flights, transportation, and hotel accommodation for NRC staff and visitors. -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 -Assist in representing NRC at the General Security and to arrange submission of applications and to obtain Work permits for International staff if needed -To act as focal point during working hours for the car-fleet movement report of staff in Beirut office. -To compile any relevant security movement report and maintain movement control when required by Security Officer and/or Country director -To coordinate the provision of telephone lines and necessary follow up (OGERO) -Follow up on MTC and Liban call Urgent news SMS for all NRC-Lebanon phones. -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 Beirut office, as well as visibility items, Id cards, business cards, printings for all NRC offices etc. -To support in request quotations, receive offers, and prepare bid comparison to identify suppliers for all NRC Lebanon. Finance: -Responsible for the daily handling of petty cash box records for Beirut office. - Computerize and file vouchers and invoices. Monthly Report to FAM •Fulfil any other related tasks that may be assigned by the FAM or the Country Director. Administration Assistant must cooperate closely with The Finance and Administration Officers & IT/Logistics coordinator to ensure that all administrative tasks and routines are in place.