Administrative assistant

Job purpose:

Assist in administrative tasks within the MENA regional office – support country offices in the region as needed and required.

Job duties and responsibilities:

• Prepare and submit visas and residencies files to the respective entities and follow up on their issuance, expiry dates and renewals.
• Ensure proper filing and archiving systems are followed at the office.
• Follow up on the office’s inventory, update it as needed, check it once a year for any discrepancies.
• Supervise housekeepers and casual labourers as per their schedules in the office, assist in the office’s maintenance where needed.
• Undertake daily support to those working in the office: PNSs and IFRC staff and visitor:
• Prepare correct and timely paperwork for signature and action by finance/management.
• Assist when required in booking flights, arranging transport & accommodation for delegates, staff and visitors.
• Support in conducting events from booking accommodation and banquet venue, follow up during the event and evaluating services after the event takes place.
• Where needed, support in searching for apartments with and for international staff as well as in all maintenance work to be undertaken for the office and delegates houses according to the approved request.
• Assist in office and apartment supplies and equipment procurement following all IFRC procurement and logistics rules, procedures and regulations.
• Prepare payment requests on a monthly basis as needed.
• Where applicable, liaise with travel agents, airlines, hotels and other administrative related service providers and suppliers to ensure the most appropriate and cost-efficient services and flights.
• Cover the reception desk and duties when the receptionist is absent or on lunch break.

Requirements:

• 2-3 years of relevant professional experience in administration
• Experience in dealing with hotels and other service providers
• Experience in travel arrangements
• Proficient with Internet and Microsoft Offices – MS Word, MS Excel and MS PowerPoint
• Appropriate verbal and written communications skills
• Multitasking ability