Admin Assistant/Receptionist _ UDPNL (Tripoli)

Salary band:

2

Administrative assistant/ Receptionist

Assistant

2A

Job Profile 

1. Required qualifications, competences and experience

Formal Education

• Diploma (TS or LT in Admin/Secretary) or Bachelor Degree.

Professional Experience

• At least 2 years of pertinent experience
• Knowledge of office management systems and procedures

Other knowledge, additional competences

• Arabic native speaker, very good knowledge of English; German is a plus
• Good working knowledge of ITC technologies and related software (e.g. Outlook, internet applications) etc.  and computer applications (e.g. MS Office, Excel, Power Point)
• Gender sensitivity expected
• Excellent time management skills and ability to organize a daily workload by priorities
• A proactive approach to problem-solving with strong attention to details
• Must be able to meet deadlines in a fast-paced quickly changing environment
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task

2. Responsibilities

The position holder is responsible for

• liaising with customers in a service-oriented manner on behalf of the German Development UDP_NL office in Tripoli by providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area.
• Dealing with phone calls for the UDP_NL office.
• Ensuring incoming and outgoing calls are efficient and uninterrupted.
• Performing reception and secretariat services on a daily basis
• Good impression of the reception area, an organised waiting area, courtesy and assistance to visitors.
• Keeping printed materials/magazines in the entrance area organized.
• Managing and coordinating the meeting room of UDP_NL.
• Coordination and supervision of service and cleaning staff.
• Assisting the Head of Program for administrative tasks

In this context, the position holder fulfils the following tasks:

3. Tasks

1. Phone and reception services

The position holder

• Answers and accepts phone calls and messages and/or forwards them.
• Maintains a call-back list of all incoming calls which cannot be taken by the relevant staff member
• Registers, documents and organises incoming and outgoing correspondence (fax, emails, packages and personally delivered messages).
• Ensures that visitors are comfortable by offering newspapers, refreshments etc.
• Reports on any faults in telephone system, fax, answering and copy machines and telephone or internet and contacts the maintenance company for any problem.

2. Office work and services

The position holder

• Ensures creation and/or regular updating of a list of contacts and addresses (telephone, fax, email), including updating and sending the monthly telephone list and other relevant lists.
• Sorts and distributes incoming correspondence and daily mail from the post office (email, fax, and other official documents).
• Is responsible for distributing and accepting documents and packages to/from the post office, government institutions, embassies etc., and is responsible for these.
• Ensures periodicals are put out.
• Updates the index of, and data on, contact addresses, phone/fax numbers, and email addresses database system.
• Manages and coordinates meeting rooms and handles orders for food and drink (coffee breaks, lunch, etc...), inform the support staff regarding the needed setup of meeting rooms.
• Monitors the availability of meeting rooms and update the presence sheet in DMS and update the matrix list once a year.

• Handling the car logbook and car documents, as well as keeping track that all travel details are filled in the logbook then calculating all the expenses at the end of each month.
• Translating general or legal documents and letters for the office and the projects when necessary.

3. Other duties/additional tasks

The position holder

• monitoring working hours and timesheets of the work of the cleaning staff
• Documents all processes and handle the related electronic and manual filing in line with GIZ Rules and Regulations.
• Supporting with the inventory by making sure all items are existent in the office or returning them to their right places and updating the stickers holding the inventory number on the items.
• Taking minutes of the office meetings.
• Performs any other duties and tasks at the request of the management.

Immediately reports all problems related to reception area to superior.

Description of the project: The project "Local Development Programme for Deprived Urban Areas in North Lebanon (UDP_NL)" aims at improving the economic and social living conditions of young people and women in disadvantaged urban areas of North Lebanon. A needs analysis has identified great potential in the apple, milk and olive value chain to promote the income and employment situation of vulnerable population groups. An expert exchange of national and international experts will take place to analyse and develop the above-mentioned value chains. In addition, trainings on value chains, sustainable agricultural production and land use as well as business creation & development for women and young people in Northern Lebanon will take place. This will strengthen their competence to generate their own income and promote the establishment and development of micro, small and medium-sized enterprises.

Location: Tripoli