Administrative Assistant - Zahlé

Purpose
Provides administrative and secretarial support within Zahlé Sub Delegation

Accountabilities & Functional responsibilities

• Prepare meeting room, materials and other elements for internal and external meetings, including technical set-up, conference calls, presentation.
• Handles the Sub-Delegation’s cash disbursement and payments.
• Responsibility of cashbox: cash inventory and physical count must always correspond to the journal balance.
• Managing working advances and salary advances for mobile colleagues, as per financial rules.
• Prepare cash daily closing, assuring cash and journal balances with no discrepancies.
• Liaise with suppliers for payments collection, invoices and other related documents.
• Negotiate and obtain offers from suppliers, receive goods and/or services as per quotations.
• Assist Finance and Administration Manager in his/her daily office tasks.
• Distribute stationeries to colleagues, and make sure replenishment is set on time, while procuring and managing stock of office refreshments.
• Draft correspondence and assist translating documents from/to English/Arabic.
• Update database and telephone list and organization chart of the Sub-Delegation.
• Handles incoming and outgoing pouches of the Sub-Delegation.
• Organize accommodation for visitors and newcomers.
• Liaise and contact with contracted hotels for rooms and venues bookings.
• Organize pick-up and accommodation (hotel, apartment, house) for staff and guests.
• Organize welcome files, business cards, briefing programs for new arrivals.
• Conducts regular random checks to make sure that accommodation is safe and suitable to live in; contacts the appropriate department(s) assuring all services are running (internet, electricity, water, heating system etc)
• Assist in premises leases, renewal and amendment of contracts
• Maintain an up-to-date keys and access management, with proper distribution and follow up with staff.

Certifications / Education required

• Bachelor's Degree in Business Administration or any other job relevant field

Professional Experience required

• Five years’ experience in a secretarial position, preferably within the ICRC.

Desired profile and skills

• IM systems and applications: Basic
• Professional standards, procedures: Proficient
• Administrative management: Proficient
• Problem-solving: Basic
• Service delivery: Proficient
• Communication: Basic
• Events management: Proficient
• Office tools mastery: Proficient
• Planning and Organizing: Proficient

Language

• Arabic: Native
• English: Full Professional working
• French: A strong asset

What we offer

• Salary Package: 2’037 – 2'926 USD/Month (As per ICRC salary scale, salary setting processes will determine fair setting in coherence with the qualifications of the applicant and the requirements of the job).
• 13th Month of salary paid in December, pro rata basis in accordance with the period worked.
• Annual Leave: 20 calendar working days of paid leave per year, pro rata basis in accordance with the period worked.
• Health Insurance: 90% of premium fees under class B, coverage include: Doctor visits, Medicines, Therapy services, etc.)
• International Retirement Saving Plan (IRSP): a contribution valued at 11.5% of your monthly salary, these savings are paid by the end of service as a lump sum.
• Other benefits subject to internal rules and regulations: High Cost of Living Allowance (HCLA), Schooling allowance, eyeglasses, designated personal training budget for learning opportunities.

Additional information

• Location: Zahlé - Lebanon
• Working Schedule: Monday till Friday, from 8 Am till 5 Pm.
• Type of contract: Fixed Term, 6 months (Renewable based on performance and need for position).
• Estimated start date: 2 December, 2024
• Application deadline: 17 November, 2024