Admin Assistant

Organizational Background

Tahaddi Lebanon is a Lebanese NGO established in 2008 to address urban poverty through access to education, health, and psychosocial support. Based in Hay El Gharbeh, Southern Beirut, Tahaddi works in solidarity with families facing extreme socioeconomic hardship. Through its non-formal education center, health clinic, psychosocial unit, and income-generating sewing workshop, Tahaddi supports over 1,000 families annually with a committed team of over 90 staff members.

Job Purpose

Tahaddi is seeking an Administrative Assistant  who will provides comprehensive administrative and clerical support to ensure the smooth and efficient operation of the office. The role includes responsibility for attendance and leaves tracking, management of punching records, document scanning, and maintenance of accurate physical and digital filing systems.

Key Responsibilities

1. Administrative Support

• Provide day-to-day administrative and clerical support to ensure the smooth operation of the office.
• Support internal coordination, scheduling, and general office organization as needed.
•  Ensure that administrative procedures and processes are implemented in compliance with internal policies and guidelines.
•  the Communication team by assisting with basic photography and documentation of activities and events when required.
•  Assist the Finance and Payroll teams by supporting document scanning, filing, and proper organization of financial and payroll records.

2. Attendance & Leave Tracking

• Collect and review daily punching records from the attendance system.
• Track staff attendance, lateness, absences, and leave balances.
• Maintain accurate attendance and leave records in coordination with HR guidelines.
• Prepare monthly attendance and leave reports for HR and management.
• Follow up with staff and supervisors regarding missing, or unclear attendance data.
• Assist in drafting simple letters, memos, and administrative communications.

3. Filing & Documentation

• Scan, label, and archive documents according to established filing procedures.
• Maintain and regularly update physical and electronic filing systems.
• Ensure documents are properly classified, retrievable, and securely stored.
• Handle confidential information with discretion and professionalism.

      4. Transcribing & Notetaking

• Take accurate notes during meetings, briefings, and internal discussions when requested.
• Transcribe meeting notes, audio recordings, or dictated content into clear written documents.
• Organize and circulate minutes of meeting in a timely manner.
• Ensure confidentiality and accuracy of all transcribed and recorded information.

   5.Reception & Front Desk Support

• Receive and guide visitors in a professional manner.
• Handle incoming and outgoing calls and redirect them as needed.
• Manage incoming and outgoing mail and deliveries.

Perform any other administrative tasks related to the role as assigned by management.

Required Qualifications & Skills

• Diploma or bachelor’s degree in business administration or a related field.
• 1 Year experience in an administrative or office support role is preferred.
• Strong organizational skills with high attention to detail.
• Ability to manage data accurately and meet deadlines.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Strong sense of confidentiality and professionalism.
• Good communication and interpersonal skills.

Ability to work independently and collaboratively within a team