Assistant, Administration

Job Purpose

The Administration Assistant is responsible for taking care of the welcoming and operator’s services, supporting in the logistics bookings of guests and staff, handling the visas file, and assisting the administrative department in the smooth running of the MENA regional office & other administrative related matters.

Job Duties and Responsibilities

Onboarding and logistics bookings:

• Manage the visitors and staff visas files, including visas application to Lebanon, MENA countries, and worldwide as well as visas renewals, cancellations.
• Ensure an index is drafted, and periodically updated including embassies contact details in Lebanon, information needed for visas applications.
• Manage the international staff residencies permits applications, renewals, cancellations and handovers.
• Liaise with travel agents and airlines to ensure the most appropriate and cost-efficient services and flights.
• Arrange flights and other means of travel for IFRC staff as well as visitors in Lebanon, regionally and abroad where needed.
• Ensure monthly reports are received from contracted travel agencies for proper monitoring purposes.
• Book hotel accommodation through contracted hotels for IFRC staff and visitors in Lebanon. Liaise with the hotels to ensure high quality services.
• Book taxis transportation with contracted companies for staff missions within Lebanon.
• Handle regional delegation international staff end of mission and mission start personal belongings as well as other IFRC requested shipments.
• Review all relevant invoices in the accounts payable system and ensure proper e-filing is followed, based on the standardised filing system.

Official paperwork management:

• Manage the international staff residencies file including submission of documents to the relevant Governmental entities, timely follow-up on issuance, renewals and cancellations.
• Ensure the receipt of complete relevant integration documents for PNSs international staff by PNSs focal points for completion of official paperwork in Lebanon.
• Prepare and submit official letters related to airport access of IFRC drivers.
• Handle any relevant file which requires signature, stamping, approvals from the Ministry of Foreign Affairs (MoFA), and other relevant Governmental entities.

Reception and administration services:

• Timely registration and distribution of incoming mail and courier services in coordination with the security guards where needed
• Organise, send and follow up all outgoing mail and courier services – including shipment of books, manuals, magazines.
• Manage the pigeonhole system when needed, and organise regular mail-outs
• Maintain files of incoming and outgoing correspondence and faxes as well as other needed files as per the standardized filing system.
• Ensure timely renewal of the IFRC postal services including rental and redirection of mail fees payment.
• Ensure that telephone calls are professionally answered.
• Liaise with the security guards with regards to guests and visitors & attend to visitors, send them to the relevant offices when needed.
• Ensure that the reception area is well maintained and kept clean.
• Support in maintaining stationery stock and inventory, and organising re-ordering when necessary.
• Support in ordering business and ID cards.
• Review all relevant invoices in the accounts payable system and ensure proper e-filing is followed.

Communications:

• Maintain good and high-level public relations with all service providers and landlords.
• Maintain high level of confidentiality at all levels of work.

Other:

• Be part of the after working hours administrative support phone rotation in case of urgent needs.
• Act as back up for admin colleagues as per the administration job tasks list (including different administrative tasks)
• Any other duties that may be assigned by the Administration Manager.

Education

• University Degree in Business Administration or relevant major - Required

Experience

• 2-3 years of relevant qualification or professional experience in administration - Required
• Experience in handling visas and residencies files - Required
• Experience in travel arrangements, including hotels, tickets and other transportation means - Required

Knowledge, Skills and Language

• Good computer Skills (windows, spreadsheets, word-processing, microsoft office) - Required
• Appropriate verbal and written communications skills - Required
• Multitasking ability - Required
• Stress management skills - Required

Languages

• Fluent in English and Arabic - Required
• French language - Preferred