Administration Assistant - German Red Cross *Strong Candidate Identified

Organizational Context

The German Red Cross (GRC) is part of a worldwide community assisting victims of conflicts and disasters and people affected by social or health related crises. The Red Cross / Red Crescent Movement provides vulnerable people with assistance without discrimination as to nationality, race, religious beliefs, class or political opinions and adheres to the seven Fundamental Principles of the Movement: Humanity, Impartiality, Neutrality, Independence, Voluntary Service, Unity and Universality. The GRC assists in disaster response, rehabilitation and capacity building projects internationally on appeals of their sister organizations within the Movement. GRC is maintaining partnerships and programs with 10 National Societies in the MENA region with a focus on relief, health, cash, National Society Development and multi-hazard Disaster Risk Reduction. GRC’s office in Beirut comprises of 16 staff (including the Lebanon country team) and supports 8 GRC offices across the MENA region. The position is part of GRC’s regional office’s support team in Beirut.

Job Purpose

The Administration Assistant is ensuring the smooth, orderly and well documented operation of the GRC Regional Office in Beirut. He/she also supports the Finance Delegate to ensure that finance documents are properly reviewed, filed, copied and sent to HQ.

Job Duties and Responsibilities

• Prepare requests and liaise with IFRC to follow-up on visa and residency applications for Delegates based in Lebanon as per IFRC requirements;
• Coordinate in close cooperation with IFRC the management of currently 8 apartments in Beirut incl. equipment, inventory, lease contract etc. according to established standards and procedures;
• Coordinate and book transportation, flights and accommodation for GRC staff in Beirut and across the MENA region, and ensure that GRC regulations and documentation standards are followed. Inform the IFRC security responsible of all professional movements of GRC staff;
• Ensure a “welcome service” for new staff and visitors to Lebanon, including accommodation, sharing briefing documents, travel and transport, telephone and an induction on administrative policies;
• Ensure proper functioning, equipment, cleaning and maintenance of the office;
• Ensure proper management and follow up on office contracts and suppliers; validate and reconcile invoices and purchase orders and submit payment requests accordingly;
• Supervise the inventory for stationary and other office consumables;
• In coordination with the Logistic team, ensure that GRC staff reimburses the costs for their private car and telephone use on a monthly basis;
• Manage and properly account for the use of a petty cash for smaller office-related expenses;
• Ensure a proper implementation of the regional filing systems (hard and soft copies);
• Support the planning and organization of meetings, workshops and events, including minute taking;
• Support the Finance team to ensure the adequate review for correctness and completeness, filing, copying, translating and packaging of finance documents;
• Support the Finance team during the annual financial closure to ensure that complete financial documentation is sent to HQ;
• In close coordination with the GRC HoO MENA, be the main focal point and facilitator for all questions related to the services provided by IFRC Regional Office for MENA within the Integration Agreement;
• Any other duties that may be assigned by the Finance Delegate or Head of Office.
• Actively work towards the achievement of the Federation Secretariat’s goals
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Perform any other work-related duties and responsibilities that may be assigned by the line manager

Education

Business/Administration Studies or equivalent, or minimum professional experience in Finance or Administration - Required 

Experience

• Minimum 2 years work experience in an administration role - Required 
• Experience of working for a Humanitarian Organization - Preferred
• Experience in dealing with hotels and other service providers - Preferred

Knowledge, skills and languages

• Strong communication skills - Required 
• Organization and planning skills- Required 
• Teamwork- Required 
• IT skills (Microsoft Office suite, Outlook, communication apps and technology)- Required 
• Ability to work under pressure- Required 
• Commitment to the International Red Cross & Red Crescent Movement- Required 
• Flexibility- Required 
• Highly organized- Required 
• Languages: English, Arabic and French - Required