Administration Assistant (National Staff Only)

We are looking for a highly qualified individual to fill-in the vacancy of Administration Assistant (Syria Team) to work in Beirut.    Who are we?  DRC is a leading protection NGO focused finds sustainable and durable solutions for the populations affected by forced displacement. DRC has been operating in the Middle East and North Africa (MENA) for over a decade, running a combination of livelihood, protection, advocacy and relief programs. DRC’s 6 country operations in Iraq, Lebanon, Syria, Jordan, Turkey and Libya focuses primarily on displacement resulting from the Syria crisis and is coordinated from the regional office in Amman.  Danish Refugee Council (DRC) Syria is advertising for an Administration assistant in Beirut to manage Logistics/Procurement and Administration/Finance/HR needs for DRC Syria  based in Beirut. The office size varies from 10-15 people, and is not expected to grow bigger than 20 people.     About the job  The Administration assistant will be responsible for managing or supporting the following areas, as requested: logistics/procurement, admin/finance and HR, for both DRC Syria and DRC Regional teams based in Beirut; and in close coordination with the relevant heads of department.     Duties and Responsibilities  The Administration Assistant will manage/support (as requested) DRC Syria :     Office Logistics/Procurement:   • Manage all procurement processes in accordance with DRC policies and procedures, in a transparent, accountable, efficient and cost effective manner.  • Ensure that all procurements are tracked and recorded appropriately to ensure accountability to the donor.  • Coordinate fleet management to ensure that vehicles are insured, assets are managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehiclesinternal equipment are complete and serviceable; and that usage of fuel is correctly supervised, and recorded.  • Assist in organizing external workshops and meetings in Lebanon and booking meeting spaces within Beirut offices (in coordination with DRC Lebanon),  • Maintain accurate filing systems, with documented and supported records of action for audit purposes, and submit monthly logistics reports to the management team.   • Organize travel arrangements, including booking flights, accommodation (in hotels if and when needed) and airport pick-ups.    Office Administration/Finance/HR:  • Support with any administrative tasks as required, including filing, preparing purchase and payment requests and receiving invoices (matched against approved purchase orders or contracts).  • Manage payment of petty expenses through an advance received from DRC Lebanon office and settle the advance before month in coordination with DRC Lebanon Finance.  • Assist in DRC properties rental agreements, payments and terminations per contract, in addition to charging softcopy with DRC main office in Syria.  • Assisting with up keeping of DRC facilities in good shape by conducting regular visits for all DRC premises occupied by DRC Syria team.   • Inspecting DRC equipment on a regular basis and providing appropriate maintenance.  • Handling maintenance requests and contact suitable service providers and ensure services are completed correctly.  • Liaise with Finance and Procurement departments in both Beirut and Damascus for maintenance requests and services payments.   • Refund expenses / advance cash for Syria staff’s members and RO staff members based in Lebanon , in coordination with RO,  • Maintain the list of staff travel and assist staff members with the travel expenses claims when relevant.  • Ensure a good management and follow-up of staff members’ visas issuance and renewal to Lebanon, in coordination with the DRC Lebanon HR/Admin office.  • Assist Syria staff in getting visas to Syria through the embassy in Lebanon,  • Ensure confidentiality of all correspondence and operations.    About you    In this position, you are expected to demonstrate DRC’ five core competencies:   Striving for excellence: You focus on reaching results while ensuring an efficient process.   Collaborating: You involve relevant parties and encourage feedback.   Taking the lead: You take ownership and initiative while aiming for innovation.   Communicating: You listen and speak effectively and honestly.   Demonstrating integrity: You act in line with our vision and values.     To be successful in this role you must have:  - University degree in Business Administration, Social Sciences or other relevant degree.   - Minimum three years working experience in logistics/procurement and/or administration/finance/HR or a combination of both, preferably with an NGO.  - Qualified candidates have experience working in office management/support in a medium-size office, ideally with a focus on refugee or humanitarian work.   - Conscientious and efficient in meeting commitments.  - Shows persistence when faced with difficult problems or challenges.  - Professional proficiency in spoken and written Arabic and English.  - Computer proficiency highly desirable, particularly use of MS Excel.  - Familiarity or previous experience with DRC programme and operational procedures is a plus.    We offer  DRC will offer the successful applicant a contract until 31st of December 2017, renewable dependent on both funding and performance. Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National Staff. Basic Salary: 1287.5 USD per month     Application process   Interested? Then apply for this position by clicking on the apply button or go to www.drc.ngo under current vacancies.   All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in the same language as this vacancy note. CV only applications will not be considered.   If you have questions or are facing problems with the online application process, please contact job@drc.dk     Applications close 14th of March 2017. The interviews are expected to take place within one week after the closing date.   Need further information?  For further information about the Danish Refugee Council, please consult our website www.drc.ngo