Premises & Admin Assistant: To Provide Efficient And Effective Running Of The Bc Premises And To Ensure That Its Procurement Policy Is Thoroughly Followed In Order To Ensure Its Security And Its Cost Effectiveness

Purpose of job:    To provide efficient and effective running of the BC premises and to ensure that its procurement policy is thoroughly followed in order to ensure its security and its cost effectiveness.   Context and environment:   The BC Lebanon Business Support Services Team has 4.5 staff members.   The role of the Premises & Admin Assistant is to make sure the premises are kept in good condition at any time of the day and the procurement policy is followed by all staff in the office.   The post is based in Lebanon’s Business Support Services department which contains a team of 5 staff members. 1 Business Support Services Supervisor, 50% of 1 IT & Exams Officer, 1 driver / admin support assistant, 1 Premises & Admin Assistant and 2 cleaners. (Supervising 2 Security guards and 4 policemen). However the post supports all office activities and needs. The post holder has a support role for BSS unit.   Accountabilities, responsibilities and main duties:   Basic administrative support to Directorate  (35%) ·         Log all premises bills (e.g. Electricity, local telephone and mobile, internet, mail, water, Berytech bills), ·         Sorting out and filing governance logistic payments (NSSF, municipality, income tax) under BSSS supervisor Clerical support with photocopying, scaning and other admin support to facilitate delivering seminars and arranging related transportations Ensuring that first aid boxes are checked and updated at least twice a month Give all support needed to BSSS in helping new teachers finding flats upon arrival to country. Act as Vendor Co-ordinator (Creating and collecting vendor & bank details forms, check to ensure accurency of details and signature, confirm with Procuremnt manager, scaning, filing and follow-up new vendor on the system) To monitor service contracts/ agreements e.g. Travel Agencies considering value for money Create Purchase Orders in line with BC policy Other duties as may be specified in the job plan related to the provision of administrative support Procurement 25%)   To ensure that  procurement procedures comply with corporate standards including value for money To maintain and keep up to date office vendors list on SAP system, (remove unused vendors and amend existing ones including terms of payments as advised by line manager) Ensure that  a preferred suppliers’ list is maintained and reviewed regularly Be aware of the market and its new providers and manage tenders for new services/suppliers Review, maintain and assess all maintenance contracts To monitor procurement of printers and photocopiers consumables and ensure availability to users.   Premises: overall supervision (15%)   To collaborate with line manager to ensure the effective running of the whole premises To support line manager in the implementation of the Environmental Framework (liaising with other country coordinators) and the implementation of  Health and Safety policy as required     To provide administrative support to the HR Manager (25%)   Leading on recruitment related administration: -          Applications filtered and filed and respond to email enquiries on recruitment -          Feedback sent to all non-shortlisted applicants within 48hours -          Send interview invitations, prepare interview schedule, and communicate to interview panel final schedule -          Send rejection emails following interviews   Focal point for maintaining HR documentation for all staff on all types of contracts -          Communicating to Finance Manager payroll related documents and information i.e contracts, NSSF forms and changes -          HR files centralized and kept up to date     Key relationships:   Internal:  All BC office staff, GSD   External: Maintenance providers, suppliers   Other important features or requirements of the job: Long hours may be required to cover very busy periods e.g. events at the BC premises