Administrative Assistant

The incumbent will work under the direct supervision of the financial and administrative manager to perform the following tasks and duties:

Administration:

• Maintain the reception desk at the office and answer general phone calls
• Be responsible for the office inventory
• Maintain general administration files
• Respond to administrative requests from other members of the work team
• Generate emails, reports and memos as needed
• Schedule appointments and meetings as needed
• Take meeting minutes and generate reports as needed
• Provide general support to visitors
• Maintain contact lists
• Draft contracts as needed

Logistics:

• Make travel, transportation, and accommodation arrangements.
• Be responsible for office maintenance and utilities
• Be responsible for office supplies

Human Resources:

• Keep updated employee files
• Maintain leave register

• Handle all HR operations such as entering data into the HR database and personal files and keeping them up to date to facilitate HR processes management.
• Follow up on the related clerical aspects of vacancies and employment such as personnel request forms, posting job ads, and calling candidates for job interviews
• Prepare job offers and personnel contracts

KNOWLEDGE, SKILLS, EXPERIENCE

• University degree in Management, Administration, Business, or a related academic field, or equivalent
• Experience in ticketing and travel arrangements is an asset.
• Legal residence in Lebanon and based in Beirut
• Minimum 2 years of work experience in the management field.
• Proficient in all MS Office software
• Excellent English and Arabic language skills
• Excellent time management skills and ability to multi-task and prioritize work
• Ability to work with a diverse team and under tight deadlines