Administrative Assistant

Main Job Tasks and Responsibilities

1. Administrative support
   • Perform work-related errands as requested such as going to the post office, bank, National Social Security, General Security, Ministry of Finance, Clients, Suppliers and IECD & SDA Collaborators
   • Maintain office filing and storage systems
   • Keep and update office equipment’s inventory list
   • Participate in the preparation of files for Audit Report
2. Daily support to staff

• Answer phones and transfer to the appropriate staff member; take and distribute accurate messages
• Greet visitors and direct them to the correct staff member
• Receive, sort and distribute incoming mail; prepare outgoing mail for distribution
• Ensure that all the organization cars are well maintained
• Fax, Scan and Copy documents
• Type documents, reports and correspondence, support the staff in the preparation of supporting documents (purchase quotation, invoice template, etc)

3. Communication and events
   • Assist with event planning and implementation
   • Update and maintain databases such as mailing lists, contact lists and partners information
4. Office maintenance
   • Keep office area tidy
   • Monitor and maintain office supplies
   • Ensure office equipment is properly maintained and serviced

EXPECTED PROFILE

• Education: High School degree, additional qualification as an Administrative Assistant or Secretary will be a plus
• Experience: None required, but some administrative or secretary experience can be a plus
• Skills and qualities expected:

- Knowledge of office management systems and procedures

- Working knowledge of office equipment, like printers and fax machines

- Proficiency in MS Office (MS Excel, word and MS PowerPoint, in particular)

- Excellent time management skills and the ability to prioritize work

- Attention to detail and problem-solving skills

- Excellent written and verbal communication skills

- Strong organizational skills with the ability to multi-task

- Accuracy, Reliability and Teamwork Spirit

- Proficiency in written and spoken French or English

- Resourceful and dynamic

- Discreet

CONDITIONS

Statut: employee contract, CNSS + insurance

Start date: as soon as possible, minimum for one year

Location: Beirut – Lebanon

Under the supervision of Administrative and HR Officer, based in Beirut

Close collaboration with the IECD Country Representative in Lebanon.