Administration Officer - German Red Cross

Job purpose   To provide broad-range administrative support to the GRC Regional Office in Beirut   Job duties and responsibilities Duties applicable 1. Work towards the achievement of GRC´s goals in the region of operation through effective managerial and lateral relations and teamwork.   2. Ensure understanding of roles, responsibilities, lateral relationships and accountabilities.   3. Perform other work related duties and responsibilities as may be assigned by the supervisor.   Specific Duties Responsibilities and Accountabilities        Administration Welcoming guests, answering the phone and providing guidance for internal and external communication Supporting the Regional Representative, national and international staff members and visitors in all administrative tasks Liaising with travel agents, airlines, hotels, courier services and other administrative related service providers and suppliers to ensure the most appropriate and cost efficient services and flights Arranging transportation and field trips for the delegates, staff and visitors - booking flights and accommodation, arranging transport from and to the airport, obtaining visas and permits and mission orders Arranging meetings and workshops Taking meeting minutes Supervising office cleaning Travelling to the field or other locations if requested Translating documents (English – Arabic and vice versa) when needs arise Establishing and ensuring effective working relationships with other personnel, including all other RC/RC Movement staff as necessary Any other tasks which may be reasonably assigned by the line manager            Logistics Organising and providing office supplies Supervising and monitoring contracts (office, vehicle and apartment lease contracts) Supervising the maintenance of office furniture, equipment and vehicles Assisting the Logistics Officer in the filing by means of the information management system (IMS) Managing the fleet and ensuring day to day maintenance of the vehicles - maintaining and checking of logbooks Keeping and maintaining inventories of all regional offices and delegates’ apartments Managing the filing, storage and security of all relevant documents and contracts        Finance   Supporting the Finance Delegates in the preparation and monitoring of the monthly vehicle reports, monitoring the use of the vehicles, fuel consumption and cross-checking the data with the expenses in the accountancy Preparing excel sheets for the private use of cars for every delegate including transparent cost calculation Assisting the finance delegates in monthly closing Preparing correct and timely paperwork for signature and action by finance / management Keeping a working advance for small day to day expenditures   Duties applicable to all staff 1. Actively work towards the achievement of the Federation Secretariat’s goals 2. Abide by and work in accordance with the Red Cross and Red Crescent principles 3. Perform any other work related duties and responsibilities that may be assigned by the line manager   Position Requirements Education Required Preferred University Degree in Business Administration or relevant major X   Experience   Required Preferred 3-5 years of relevant professional experience in administration X   Experience in dealing with hotels and other service providers X   Experience in travel arrangements X   Proficient with Internet and Microsoft Offices – MS Word, MS Excel and MS PowerPoint X   Strong sense of ownership and able to see through the completion of task assigned X   Resourceful and capable to research and source information Required Preferred Pro-active and highly organized X   Organization and planning skills X   Teamwork X   Ability to work under pressure X   Flexibility X   Analytical thinking X   Languages Required Preferred Languages: English  and Arabic X   Languages: French and German   X