Senior Administration Officer

Job Summary: 

The incumbent will be responsible for managing the administration function for all Concern offices in Lebanon.

Main duties and responsibilities:

Facilities Management – office and ex-patriate accommodation:

• Managing leases – negotiating on renewal, renewal in advance of expiry, submitting rent payments at least 4 weeks in advance of due date
• Managing the set-up and exiting of new properties, including inventory management and handing-over with landlords
• Follow-up on the lease contracts preparation with the legal advisor and keep the lease agreements’ tracker up-to-date
• Scheduling repairs and maintenance by property, with engagement with landlords when necessary
• Follow-up on maintenance and rehabilitation works, implement a proper handing-over upon completion and report any unfinished works or unsatisfactory job
• Meeting landlords to resolve recurring problems
• Submit payment for utilities
• Track utility utilization by property to identify any anomalies
• Ensuring that supplies are always available in team and International staff houses
• Fill Supply Requests (SRs) based on the approved needs for offices and International staff apartments. Document, keep track and follow-up on SRs completion.
• Management of office supplies e.g. water, newspapers, milk, stationery, cleaning materials
• Preparation of Payment Requests for Admin related purchases, lease or services as per the applied procedure and deliver to Finance
• Follow-up on the settlement of payments and give feedback to the concerned supplier, service provider or property owner.
• Ensuring that the office is kept clean and tidy
• Maintaining the key safe
• Maintaining an inventory of all Concern funded items
• Manage claims for any Concern inventory items and for public liability
• Submitting request for renewal of various insurances annually

Visitors:

• Issuing Letters of Invitations for visitors
• Ensuring that hotel accommodation is booked and airport pick-up and drop-off scheduled
• Supporting staff in processing visas for neighbouring countries

Administration:

• Maintaining soft and hard copy records for Administration
• Contribute to the development, review, dissemination and implementation of Administration policies and procedures
• Carry out monthly stock count for administration mini-stores
• Updating the weekly Staff Movements for Lebanon staff
• Managing the process for obtaining and renewal of work permits for all non Lebanese employees.

Health & Safety:

• Ensuring the office has a fully stocked and in-date first aid kit
• Track usage of items from the first aid kit
• Keeping fire procedures up to date
• Ensuring that fire extinguishers are serviced and refilled on a rotational basis
• Holding regular fire drills
• Ensuring all relevant certificates are up to date

People management:

• Line manage the cleaners and the guards
• Carrying out PDRs for staff
• Coaching and mentoring staff

Responding to Emergencies:

• Participate and contribute, as necessary, towards Concern’s Emergency Response
• Comply with Concern’s health, safety and security guidelines during emergencies

Code of Conduct and Associated Policies:

• To adhere to the standards of conduct outlined in the Code of Conduct and associated policies
• To contribute to establishing preventative measures to reduce the potential for abuse in Concern program

To support and promote the standards outlined in the CoC and associated policies to their team, partner organisations, and beneficiaries, and be committed to providing a safe working environment.

Job specifications:

• Degree in Business Administration or other related discipline.
• At least five (5) years working experience. Previous experience in an international NGO is an added advantage.
• Excellent interpersonal and communication skills.
• Confidential, integrity and ability to handle sensitive situations.
• Excellent writing and oral skills in English and Arabic.
• Proficiency in computer applications.
• Prioritises, reviews priorities and manages multiple priorities to strict deadline.
• Ability to identify potential problems and recommend solutions.

  Disclaimer clause: This job description is not exhaustive and may be revised.