Office Assistant

II. POSITION DESCRIPTION  

The Office Assistance is a support position. The main responsibilities are providing administrative assistance to the project. The office assistant will report to the Operations, Finance and Grants Director who shall be responsible for coordinating his/her assignments and supervising his/her work.  

III. DETAILED RESPONSIBILITIES

Assists with complete and thorough inventory of all property of the Lebanon ARE project  

Assists the Administration and HR Manager with maintenance of personnel files (complete and accurate); 

Assists the Administration and HR Manager with tracking local insurance contracts (health, personal accident, and property); 

Assists with overseas and domestic travel arrangements, clearances and hotel reservations for all short-term consultants traveling to the field, and local staff traveling to conduct site visits or to regional offices;  

Translation of any program or office documentation, as required; 

Responsible for preparing ID cards for all staff worn by all ARE staff when on official business or on Chemonics property. 

Ensures that the photocopier and other office equipment is well maintained, operating properly and ensures adequate supply of consumables. Ensures that vendors are honoring maintenance contract terms.  

Establish and maintain appropriate filing systems for office correspondence.  Receive and dispatch mail.  

Ensure that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.  

Provides support towards implementing training events.  

Assists in establishing meetings for consultants and ensuring consultants receive information needed prior to an assignment;  

Assists in the provision of rapid, efficient and effective coordination on any emergency employee situation as may arise such as Medevac Services, emergency evacuations out of Beirut, and injuries to employees during working hours;  

Assists in coordinating with the local import/export authorities to get project commodities and expatriate household effects in and out of the country;  

Performs other tasks as assigned by the Administration & HR Manager, or Finance, Operations and Grants Director.

IV. MINIMUM QUALIFICATIONS 

High school diploma required; Bachelor’s preferred  

Minimum one to two years of relevant experience working in reception, office administration, or a similar field  

Excellent organizational and communications skills  

Demonstrated ability to work in a professional manner with fellow staff members, visitors, partner organizations including international and local NGO’s, government authorities, and the general public  

High computer literacy, with experience in e-mail, word processing, and spreadsheet management 

Experience working with international organizations or donor-funded projects preferred  

Proficiency in English required, Arabic fluency required