Receptionist / Administrative Assistant

The Swiss Embassy represents Switzerland's interests in Lebanon and Syria and provides consular services to Swiss citizens as well as visa services for residents in Lebanon and Syria.

The Embassy of Switzerland to Lebanon and Syria is looking to recruit a Receptionist / Administrative Assistant to support all the divisions in various administrative tasks necessary for the daily running of the office in line with Embassy rules and procedures.

Tasks and responsibilities:

• Manage the reception by responding to daily calls as well as receiving Embassy visitors, informing the security personnel and also receiving & dispatching mail.
• Provide administrative support to the Migration Attaché including translation of civil documents.
• Support the Ambassador’s PA in organizing appointments, invitations, meetings, events, update the relevant database.
• Handle accommodation requests, hotel bookings and transportation.
• Provide support with administrative tasks and logistics related to the business trips for the expatriate and the national staff.
• Take the minutes of meetings.
• Ensure instructions in relation to filing and archiving.
• Office supplies management (including stationary, kitchen and cleaning supplies).
• Contribute to the sustainability plan and maintaining green office.
• Perform any administrative tasks as per request of the supervisor.

Competencies and selection criteria:

• 3 to 5 years of work experience and proven record in handling administrative tasks.
• Fluency in Arabic (mother tongue) and English (spoken and written), French is an asset.
• Excellent computer skills in addition to software and Microsoft Office programs including Outlook, Word and Excel.
• High degree of organizational and administrative skills, and ability to identify priorities.
• Responsible, alert, flexible and able to take initiatives.
• Service-oriented approach and a high level of professional attitude and discretion.