Admin Assistant

1. Purpose

CARE is a leading relief and development non-governmental organization fighting global poverty. Established in 1946, it is now a confederation composed of 14 members and 4 affiliates. In 2016, CARE worked in 84 countries around the world, supporting development and humanitarian aid projects to reach more than 83 million people. While CARE is a large international organization with more than 11,000 employees worldwide, we have a strong local presence: 95% of our staff are nationals of the countries where our programs are run.

Currently, CARE International presence is consolidated in the North, and Mount Lebanon. We also have a smaller presence in Tyre, South Lebanon as part of the WASH EC funded Consortium. The main program sectors that CARE Lebanon is working in are; Protection with emphasizes on Gender, Economic Empowerment and Humanitarian Response. 
CARE Lebanon has scaled up rapidly over the past few years and today it has just about 70 staff members, with about 15 different local/international organization partners. 90% of the team is composed of national staff with a symbolic number of international members.

 
2. Reporting Lines

The Admin Assistant will be reporting to the HR & Admin Manager 

3. Organizational Relationship

NA

4. Specific Duties and Responsibilities

Job Responsibility 1: Administrative tasks (50% of time)
• Vet all staff and independent consultants, maintain soft and hard copies
• 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 
• Review and track missing timesheets and leave forms from 2021, 2022 and 2023
• Ensure all timesheets are scanned and archived
• Assist with audits or possible inspections regarding timesheets 
• 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 (35% of time)
• Assess the needs and oversee the installation of office equipment, supplies, utilities (stationary, photocopier, furniture, water, electricity, etc.)
• 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) 
• Guide new joiners on finding office location and seat and prepare desk with needed equipment and stationery 

Job Responsibility 3: Receptionist (15% of time)
• Greet CIL visitors and guide them to find appropriate staff/room 
• Answer the calls with a positive attitude and refer to adequate personnel                           

b. Experience: 

At least  1-3  years of relevant experience, especially at NGOs, academic organizations, standard-setting bodies, public agencies focused on protection and gender

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. 

d. Languages: English and/ or Arabic are the working language of CARE International.

Knowledge of other languages is an asset.

5. Other contract elements

Benefits: Social security/Health Insurance & Transport allowance.
The direct supervisor reserves the right to adapt this job description at any time during employment according to needs. 
Any extension of this contract is dependent on performance review and funding availability.

6. PSEA and Child Safeguarding Policies

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.