Admin & Program Assistant

Under supervision of the Admin Officer, and in close coordination with the Program Managers and the Finance Officer, the Admin & Program Assistant:

• schedules and organizes any and all FES Lebanon activities assigned to him/her under the supervision of the Program Manager in charge;
• evaluates the quality of services used to implement those activities with regard to their continuous improvement;
• assists in sourcing of services, service providers, goods and material according to established needs;
• collects, prepares and hands over to the respective person in charge any and all information and documents, both physical and electronic, required for maintaining public relations, as well as for filing and accounting according to current rules and procedures; this may include required translation;
• maintains project files and files mail, correspondence and physical as well as electronic documents according to current rules and regulations;
• keeps the contact and activity data base of FES updated according to current norms and procedures;
• receives any and all general physical and electronic communication, phone calls and faxes;
• controls the access to the Office and receives visitors.

As part of these responsibilities, the Admin & Program Assistant:

• assists in the elaboration of programs, publications and training material, and makes necessary arrangements for any and all activities assigned to him/her;
• coordinates and controls any and all logistical aspects involved, such as the rental of conference halls and necessary equipment, hotel rooms and travel tickets of speakers and, if applicable, participants, car rentals, the invitation of participants, the communication with partners etc.;
• stays in contact with potential service providers with regard to those activities;
• prepares conference files and any and all training material required for activities assigned to him/her;
• provides on-site assistance during those activities, receives and attends to participants, settles any logistical issues that might arise under the supervision of the Program Managers in charge, and makes payments;
• prepares any and all documents required for implementation, filing and accounting of those activities according to the current norms;
• does necessary research and collects information required to compare and select specified goods and services and make purchase orders;
• maintains the contact data base of FES Lebanon (regular checks and updating);
• monitors constantly the cleanliness and hygienic condition of floors, windows, furniture, office equipment in the office rooms, the communal areas, the reception, the kitchen and the terrace, and reports any possible concern to the Cleaning or Housekeeping personnel, aiming to resolve the issue;
• receives visitors and guides them to the relevant contact person;
• receives participants of activities organized inside the premises of the Lebanon Office;
• maintains the entry register of visitors as well as the occupancy calendar of the conference room;
• communicates information concerning activities of the Lebanon Office to visitors and partners;
• receives phone calls and transfers them accordingly;
• sends and receives faxes, mail and emails, and transfers them to the relevant person;
• checks and updates the fax registry before accounting;
• keeps petty cash for these purposes, settles cash payments and prepares cash invoices for accounting.