Administration Assistant - British Red Cross

Job Purpose

Under the overall direction of the country manager, to ensure efficient and effective office support to the BRC Beirut team and programs, and wider MENA Med team.

Job duties and responsibilities

1. Administration

• Insure the smooth and effective running of the BRC Beirut office by supporting staff and visitors in all administrative tasks. This includes, but is not limited to, the following areas of work:
• Acting as focal point for all BRC staff and visitors, supporting with e.g. welcome and reception, meeting room, taxi and hotel bookings, security communication and arranging briefings, phones etc.
• Acting as liaison support between BRC staff and IFRC on all admin, housing and financial matters, e.g. property, visas, work permits and HR to insure strong service delivery and accountability.
• Managing the guesthouse and visitor calendar, insuring the property is cleaned regularly, maintained, functioning, stocked with basics and guests aware of running of the flat.
• Managing staff and office environments and any accommodation work e.g. follow-up of repairs with concierges/landlords/IFRC, managing office supplies, space and maintaining equipment, and insuring the office area is kept clean and tidy.
• Carrying out small office procurement in coordination with logistics officer.
• Supporting team for coordinating and arranging meetings and workshops.
• Updating contact lists and general information documents e.g. welcome pack, contact lists.
• Taking meeting minutes as required, preparing correct and timely paperwork for signature and action.
• Maintaining accurate filing and archiving systems, both electronic and physical, for all administrative information, contracts and records including correspondence. Includes packing and repatriation of files as per BRC procedure.
• Translating documents (English–Arabic and vice versa) when needs arise.
• Performing work-related errands as requested e.g. going to the post office and bank.
• Assisting country manager with day-to-day tasks and support to insure efficient work delivery. 

2. General

• Insuring compliance with BRC relevant procedures, SOPs and guidelines.
• Participating in relevant internal BRC meetings, development forums, workshops, courses, etc.
• Working towards the achievement of BRC´s goals in the region of operation through effective relations and teamwork.
• insuring understanding of roles, responsibilities, lateral relationships and accountabilities.
• Establishing and insure effective working relationships with other personnel, including all other RC/RC Movement staff as necessary.

Duties applicable to all staff

1. Actively work towards the achievement of the Federation Secretariat’s goals
2. Abide by and work in accordance with the Red Cross and Red Crescent principles
3. Perform any other work-related duties and responsibilities that may be assigned by the line manager

Position Requirements

Education

• University degree in Business Administration or relevant major (Preferred)

Experience

• Relevant professional experience in administration or support function (Required)
• Experience in event management, travel arrangements, dealing with hotels and other service providers (Required)
• Experience in RC/RC movement (Preferred)

Knowledge and Skills

• Clear and precise oral and written communication skills, including ability to engage with a variety of staff and visitors of different experience and managerial levels (Required)
• Resourceful and capable to research and source information (Preferred)
• A can-do attitude, with an ability to work independently and under pressure (Preferred)
• Strong organizational and planning skills including accuracy, consistency, and attention to detail (Required)
• Pro-active, able to take initiative and highly organized (Required)
• Professional and warm manner when dealing with visitors, suppliers, contract holders etc (Required)
• Strong analytical skills, with proven problem-solving experience (Preferred)
• Self-sufficient in computers (particularly Excel, Word, SharePoint, PowerPoint) (Required)
• Ability to establish priorities, plan, coordinate, implement and monitor work plan (Required)
• Excellent relationship-building skills and willingness to work in a team (Required)
• Ability to develop and maintain effective remote working relationships with counterparts in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity (Required)
• Teamwork; commitment to the International Red Cross & Red Crescent Movement; integrity & personal conduct; sensitivity to diversity; flexibility & adaptability; interpersonal skills; resilience; friendly. Have a positive attitude, resourceful, hardworking, trustworthy, mature and able to maintain confidentiality at all times. (Required)

Languages

• English and Arabic (Required)