Hospital Administrative Assistant - Tripoli Governmental Hospital

Job Summary:

The Hospital Administrative Assistant is a member of the ICRC Health team and is based in Tripoli Governmental Hospital (TGH). S/he provides administrative support to all ICRC staff in the hospital.

Objectives and Tasks:

ACCOUNTABILITIES AND RESPONSIBILITIES

Liaise with the ICRC Administrative Assistant 2 in the daily running of the TGH ICRC project and provide monthly, quarterly or yearly monitoring reports of all achieved projects, tasks and duties.

• Human Resources
  • Monitor, prepare and/or extract attendance report for ICRC consultants.
  • Calculate time reporting fees of consultants and submit them for payments.
  • Facilitate newcomers onboarding and integration.
  • Monitor the ICRC staff annual leave balance in collaboration with HR department.
• Administration
  • Receives/distributes/sends mails and documents by pouch internally and externally (SD and DEL).
  • Achieve administrative documentation linked to logistics in the hospital (e.g., Donation Tracking process).
  • Upload all documents related to work on Team space.
  • Follow up on the archiving of all ICRC documents abiding by the ICRC guidelines.
  • Assists with deployment and movement of ICRC offices in TGH.
  • Coordinates and organizes the TGH ICRC Offices consumables (Cleaning materials, tissues, coffee break items, stationaries).
  • Facilitate in organizing events or trainings initiated by the ICRC (Venue booking, catering, event material)
• Logistics
  • Collaborate with the hospital’s pharmacy to learn the stock levels of medications and medical supplies.
  • Prepare in collaboration with the ICRC TGH management the monthly donation of medical supplies and medications.
  • Collaborate with Log and Med log departments for all requests.
  • Initiates requisition orders on the IRIS system.
  • Organize a proper delivery plan of the requested goods.
  • Support in the logistic ad-hoc requests from ICRC or TGH to ensure day-to-day smooth running of the activities.
  • Liaise, follow up and support the implementation of biomedical projects alongside with the ICRC and TGH biomedical departments.
  • Performs administrative and office management activities. 

ADDITIONAL DUTIES

• Follows up on all work-related messages and correspondence with the relevant contacts and departments
• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contacts relevant to the position
• Collects and shares information so as to improve the ICRC’s understanding of the environment and humanitarian trends and responses
• Represents the ICRC in an appropriate way during activities, in meetings and in the field, and avoids any activity that may reflect negatively on the ICRC’s image
• Takes responsibility for their own professional learning and development.

GENERAL DUTIES

• Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement
• Understands and adheres to the ICRC Code of Conduct
• Understands the roles of the components of the International Red Cross and Red Crescent Movement
• Respects and observes staff regulations and security rules at all times
• Represents the ICRC in a professional manner at all times
• Develops and maintains a pleasant and conducive working environment with colleagues and line managers
• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC
• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary

Position Requirements:

Minimum Qualifications:

Years of experience required: 2 years’ work experience in administration, logistics or related fields

Level of education: Bachelor’s degree.

Field of education: Business Administration or equivalent. (Project management course is an asset)

Languages: Fluency in Arabic and English.

Computer Literacy: Advanced Microsoft office suite

Required Competencies

• Leadership: Basic  
• Accountability: Advanced
• People Management: Basic  
• Teamwork & Collaboration: Advanced
• Representing the ICRC: Proficient
• Beneficiary & Client focused: Advanced
• Prepare monthly donation: Proficient
• IM systems and applications: Basic
• Professional standards, procedures, processes and compliances: Basic
• Administrative management: Basic
• Problem solving: Basic
• Communication: Basic
• Service delivery: Basic
• Office tools mastery: Proficient
• Planning and Organizing: Basic
• Documentation and Archiving: Proficient
• Event planning: Proficient
• Support ICRC staff: Proficient
• Maintain stationary stock: Proficient
• Maintain consumables stock: Proficient

Job Details:

Job Location: Tripoli Governmental Hospital, Lebanon

Working Schedule: Monday till Friday (8hours per day excluding lunch break)

Contract Type: Determined Period, 1 year.

Salary Package: // 1’570- 2’213 // USD

Opening Date: 03.05.2023

Closing Date: 16.05.2023