Field Office Administrator

Organisation Background:

Founded in 2011, the International NGO Safety Organisation (INSO) is an international charity that supports humanitarian aid workers by establishing safety coordination platforms in insecure contexts. INSO provides registered NGOs with a range of free services, including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations and training. INSO services help NGOs with their day-to-day risk management responsibilities and improve their overall situational awareness to support evidence-based humanitarian access decisions.The organisation has grown from an innovative start-up to become a globally recognised charity and a valuable component of the humanitarian safety coordination system. Today, with more than 900 employees globally, INSO provides daily support to 1000 NGOs operating in 14 of the world’s most insecure countries and has earned a strong reputation for its performance, principles and professionalism. As of April 2019, INSO is registered as a charity in the Netherlands with its global headquarters now based in The Hague, the international city of peace and justice.

INSO Syria: The Syria programme supports over 170 NGOs to deliver vitally needed aid and assistance to an estimated 13.1 million people in need across the country. First launched as an emergency response operation in 2014, INSO Syria has grown to become a regional programme, present in all of the regional Syria response hubs.

INSO Syria is now seeking an experienced professional to join our team as Field Office Administrator. The post will be based in Beirut, Lebanon.

Job Summary:

The purpose of this position is to manage the administrative task of INSO Syria-Beirut Office under the direction of the INSO Syria Safety Advisor -Syria South. The Field Office Admin will provide support to International Staff with their operational activities, as required. The role will require the FOA to manage the general administration of the sub-office in Beirut in term of:

1. Procurement: storekeeping, asset management, facility maintenance.
2. Administration and human resources: Recruitment, payroll management, tax payment and local registration.
3. Finance: cash management, bookkeeping, reporting. He/she is the direct supervisor of the support staff: cleaner and driver.

Major Responsibilities:

1. Prepare the Beirut Office vouchers, bank and cash book; supporting documents, translation and copy the vouchers before submitting the originals to the accountant for posting in Accounting System.
2. Prepare an estimate of the monthly cash requirement for the sub-office and submit the cash forecast sheet to Finance Manager.
3. Organize the procurement: quotations and tender of all the goods and services.
4. Supervision of office supplies.
5. Organize flight bookings for all staff and goods, and ensure all staff and goods have proper documentation before travelling.
6. Ensure staff travelling are briefed regarding travel arrangements.
7. Ensure INSO staff, guests and materials are transported to their destination safely and on time.
8. Track all INSO travel logistics issues related to visas, flight bookings.
9. Ensure offices premises are in good shape and properly maintained: plumber, electricity, minor works.
10. Ensure Security services are properly delivered.
11. Ensure all bills are acquired and presented for payment on time.
12. Maintain and update the inventory list as per INSO requirements and submit monthly reports.
13. Ensure all assets are tagged and keep record of movement of assets.
14. Ensure that all assets are keep in good shape and follow up with their maintenance schedule.
15. Ensure all IT equipment is functional and properly serviced.
16. Ensure the proper and efficient operation and maintenance of all communication systems: internet, intranet, phone, fax, etc.
17. Maintain and update the personnel files. Make sure that all staff have updated contracts, job descriptions and appraisals.
18. Record all staff leaves and absenteeism.
19. Ensure all staff have staff IDs where is required.
20. Ensure that the staff regulations are known to all INSO Syria Beirut  RO staff.
21. Liaise with the health & travel insurance providers as needed.
22. Facilitate staff visas, in liaison with the Operations Manager.
23. Responsible for the management of the support staff driver and cleaner and third-party contractors under his/her responsibility, IT Technician and other contractors, according to INSO rules, procedures and staff regulations.
24. The position and duties of this post require a great degree of flexibility and adaptation. Hence, within reasonable limits, the Administration Officer might be required to carry out tasks that may not be explicitly detailed in this job description but are aligned with INSO principles and mandate.

Mandatory Requirements:

1. Fluency in English to an impeccably high standard written and spoken.
2. Graduate level education or equivalent work experience.
3. Minimum 2 years of NGO Experience, preferably INGO.
4. Strong computer skills in MS Office programs, particularly Excel.
5. Accuracy in the processing of cash transactions, mathematical aptitude and attention to detail.
6. Ability to adapt to multi-cultural and diverse social backgrounds.
7. Understanding and commitment to the humanitarian principles of independence, impartiality and neutrality.

INSO’s Safeguarding Policy: INSO is fully committed to safe recruitment, selection and vetting of all potential new staff, trustees and volunteers and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process. As such, the following safe recruitment practices will be applied:

• 1. All offers of employment will be conditional on receiving at least two satisfactory professional references.
  2. INSO will ask candidates about significant gaps in employment history or frequent changes of employer and address.
  3. All essential qualifications and relevant professional accreditations and memberships will be verified.
  4. The successful candidate will be required to provide a valid proof of identity: passport, ID card.
  5. All new hires will receive an orientation in INSO’s safeguarding policy and procedures and associated documents :Code of Conduct, Whistleblowing, etc.
  6. All new hires will be required to sign and abide by the Code of Conduct as a condition of employment.

How to Apply: Interested persons are requested to send the following to jobs@syr.ngosafety.org no later than 21 September 2021 and ensure to reference Field Office Administrator – INSO Syria in the subject line of your email:

• Cover letter specifying how you meet the mandatory requirements, your motivation in applying and what you hope to bring to INSO, 1-page maximum.
• Up to date CV - 5-page maximum.

Only shortlisted candidates will be contacted after the closing date. Please note that during the course of the recruitment process, one relevant writing sample in English that demonstrates your analytical and report reporting abilities 10 pages maximum will be required. Please do not send any additional information like certificates, other writing samples,etc and keep the total size of your application under 2 MB if possible.