Administrative Assistant/ Driver (Japanese Red Cross Society)

Job duties and responsibilities:

1. Upon request, ensure that all JRCS Delegates and visitors to the JRCS Delegation are met at the airport or taken to the airport, transported to their work places and residences, driven to their meeting, events, and around Lebanon, and to wait for them as required for official purposes.
2. Upon receiving proper security clearances, act as driver on official missions outside Beirut. This would involve driving in all locations inside Lebanon, including potentially more volatile areas and camps such as Palestine camps.  
3. Ensure proper road safety and regulations are followed, as well as ensuring IFRC rules and regulations are followed, including ensuring that all passengers are wearing their seatbelts and acting in a secure manger.
4. Ensure the reporting of any vehicle accidents or security incidents as per Regulations.
5. Ensure the prompt delivery and collection of letters, documents and parcels as directed by the Line Manager (or acting) and perform other official errands as directed by the JRCS delegates including the collection of visas, customs clearance papers.
6. Check on a daily basis that all vehicles allotted to the JRCS are properly equipped.  In particular, check that each vehicle contains a first aid kit, a tool set, a torch, a list of emergency numbers and a map of Beirut.
7. Check on a daily basis that all vehicles which belong to (or are in use by) the JRCS Delegation are properly maintained.  In particular, check the fuel and oil levels, the water levels in the radiator and batteries, the level of the brake fluid, the lights and indicators, the condition and tension of the fan belt and the tire pressures and tire tread (including spare wheel).
8. Report all vehicle defects and any missing items to the Line manager immediately no matter how minor.
9. Check log books on a daily basis and ensure that recordings are kept up to date.  Ensure that all log books are collected and handed over to the Administration Office for their review.
10. Ensure that all vehicles which allotted to JRCS are clean (inside and outside) as needed.
11. Ensure that the vehicles are properly parked at the designated areas.  In particular, check that all vehicles are parked facing the exit and in a safe manner.
12. Keep the service records for each vehicle within the vehicle file. 
13. Check vehicles upon completion of repairs and services and, if satisfied that the work has been completed, sign goods received note or, if not available, invoice, to signify that work has been satisfactorily completed.
14. Ensure that the vehicles are properly equipped, in good order and have all necessary documentation (including at least the logbook, the vehicle registration document, the insurance certificate(s) and any police clearance required) before leaving on any trip outside Beirut.
15. Provide day-to-day support to JRCS delegates, including telephones, internet services, office equipment, easy translation, miscellaneous duties related to the project and identify future needs.
16. In coordination with the IFRC Support Services, prepare and follow-up on delegate visas and residency applications. Ensure the embassies, MFA and GS procedures and requirements are followed for the visas and residence applications.
17. Support JRCS delegates to ensure all personnel have a well-equipped workstation and attend to any requests regarding stationery and furniture.
18. Be part of the after working hours administrative support phone in case of urgent needs
19. Maintain good and high level of confidentiality at all levels of work.
20. Perform any other duties as may be assigned.

Education:

O level certificate (Required)

Public driving license (Required)

Experience:

5 years’ experience in a similar position (Preferred)

Experience in working for the Red Cross/Red Crescent Movement or INGO (Preferred)

Knowledge and Skills:

Knowledge of vehicles (Required)

Knowledge of customs procedures and obtaining visas from Embassies and High Commissions (Preferred)

Knowledge of Beirut and main roads in Lebanon (Required)

Commitment to the International Red Cross & Red Crescent Movement (Required)

Languages:

Languages: Arabic (Required)

Languages: Basic English (Required)

Competencies:

Teamwork – Flexibility in working hours - Ability to work under pressure.