Call for Applications – Administrative Assistant

Key Responsibilities

Front Desk & Beneficiary Interface:

• Serve as the first point of contact for beneficiaries, visitors, suppliers, and service providers.
• Conduct initial reception and first contact with beneficiaries, ensuring respectful communication and proper referral to relevant departments.
• Manage the reception desk, answer incoming calls, respond to emails, and handle general inquiries professionally.
• Ensure orderly scheduling of appointments and proper flow of visitors within the office.

Administrative & Office Support:

• Organize and schedule meetings, appointments, and internal coordination sessions.
• Participate in meetings and prepare accurate minutes and follow-up notes when required.
• Handle correspondence (letters, memos, emails, incoming/outgoing documents) and ensure proper filing and archiving (physical and electronic).
• Maintain updated contact lists, staff records, and administrative files.
• Handle sensitive information with strict confidentiality and professionalism.

Procurement & Supplier Management:

• Support and implement procurement procedures in line with FRH policies and donor requirements.
• Prepare procurement documentation (requests for quotations, comparison sheets, purchase orders, delivery notes, etc.).
• Maintain up-to-date supplier and service provider files, including contracts and contact details.
• Conduct annual market surveys to assess prices, suppliers, and services, and document findings for management review.
• Coordinate with suppliers to ensure timely delivery of goods and services.

Finance & Payroll Support:

•  Prepare and organize all required documentation related to staff and consultants’ salaries, fees, and remunerations, in coordination with the Finance Department.
• Ensure documentation complies with FRH internal policies, contracts, and applicable procedures.
• Support tracking of administrative and operational expenditures as required.

Logistics & Operations:

• Take the lead on all logistical arrangements, including office operations, events, trainings, meetings, and field activities when required.
• Ensure proper functioning of office equipment; coordinate maintenance and repairs as needed.
• Manage office supplies and stationery: stock monitoring, ordering, receipt verification, and inventory control.
• Support project implementation through logistical planning and administrative coordination.

Qualifications & Experience

• Bachelor’s degree in Administration, Management, Business Administration, or a related field (or equivalent experience).
• Minimum 1–2 years of relevant experience in administrative, operational, or office support roles.
• Strong organizational and time-management skills; ability to multitask and prioritize effectively.
• Very good communication skills in Arabic and English (written and spoken).
• Proficiency in MS Office (Word, Excel, Outlook).
• High level of accuracy, discretion, and attention to detail.
• Ability to work independently and as part of a team in a dynamic work environment.

About Us

Ruwad Al Houkouk – Frontiers Rights (FRH) is a Lebanese non-governmental organization dedicated to the promotion and protection of human rights, with a particular focus on the rights of refugees, asylum seekers, migrant workers, and stateless persons. FRH provides legal aid, strategic litigation, advocacy, research, and capacity-building to ensure access to justice and strengthen the rule of law in Lebanon.