Admin Assistant - Generic Position

PSEA and Save Guarding Child policy

CARE International in Lebanon is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status.

CARE International in Lebanon and its employees and stakeholders abide by the CARE International Protection from Sexual Exploitation and Abuse (PSEA) and Child Safeguarding Policies.

Job Responsibility 1: Administrative tasks (40% of time)

Vet all staff and independent consultants, maintain soft and hard copies

Collect and review timesheets and ensure timely submission

Follow up with staff for timely submission of PAR and time sheets

Check, monitor sick leaves, holidays, compensatory leaves and other and report it to the supervisor and higher manager

Prepare monthly timesheet and leave trackers

Ensure all staff, international and national, always have adequate access to HR/Administrative policies and procedures.

Assist with audits or possible inspections regarding timesheets

Ensure a proper archiving of records for administration documents 

Maintain timely travel arrangements and accommodation of staff

Assist with translation of documents from Arabic to English and vice versa

Support Admin and HR Officer in preparing payments related to consultants, travel agencies, hotels, medical insurance and other

Ensure all CIL personnel have Business and ID cards by requesting the needed information from new joiners, updating the relevant tracker and issuing purchase requests

Job Responsibility 2: Office Management (30% of time)

Assess the needs and oversee the installation of office equipment, supplies, utilities (stationary, photocopier, furniture, water, electricity, etc.)

Supervise Beirut Office cleaners and make sure they are following cleaning schedules

Issue Purchase Requests for Beirut offices maintenance and replenishment of office supplies and stationery and follow up on the requests submitted with procurement team 

Check the quality of the office supplies ordered food and nonfood items

Monitor Beirut Offices shared spaces and ensure they are always tidy and ready to use in coordination with cleaners (meeting rooms, washrooms, balconies, hallways)

Support staff in preparing meetings (make sure stationary is in place, flip charts, projector and other needs)

Support Admin and HR Officer in drafting seating plans

Guide new joiners on finding office location and seat and prepare desk with needed equipment and stationery

Job Responsibility 3: Volunteers management (15% of time)

Issue Volunteer contracts for all CIL offices

Ensure timely scanning and filling of all Volunteers documents with due diligence. This includes but not limited to volunteering agreements, vetting, ID, resume, juridical records and similar

Provide appropriate induction and orientation

Prepare monthly payments for volunteers and ensure volunteers tracker is always updated with accurate information

Job Responsibility 4: Receptionist (15% of time)

Fill in Visitors Tracker on Daily basis

Monitor Office Environment and ensuring staff and visitors are following safety and security measures 

Greet CIL visitors and guide them to find appropriate staff/room

Answer the calls with a positive attitude and refer to adequate personnel

a. Skills & knowledge:

Experience in administration, interacting and working in a diverse work environment .

Extensive knowledge in Administration procedures

Team player with strong interpersonal skills, with the ability to build strong internal relationships and networks.

Ability to Communicate well and concisely with team members

Ability to handle multi responsibilities in a short deadline

Fast learner and initiative taker

Motivated self-starter who enjoys working in a collaborative and international environment

NGO Experience is an added value

c. Academic background:  Bachelor’s degree in one or several of the following areas: Finance, Business Administration, Human Resources or any other related degree or at least complementary 3 years of experience in administration field.