Admin And Data Assistant

SCOPE OF WORK: The Administrative & Data Assistant will support the Women’s Protection and Empowerment (WPE) program. The Admin & Data Assistant will be requested to travel to field locations in these areas on a regular basis and will be responsible for administrative and operational support to the WPE program. Who this position reports to: WPE Manager RESPONSIBILITIES: • Assist in resolving administrative problems related to Finance, Supply Chain and Human Resources, by collecting information, preparing notes to the file, and getting approvals • Assist in the preparation and update of field based budgets and spending plans • Maintain the supplies inventory of all WPE Program locations by checking the stock to determine the inventory level; forecast supplies requirements; place and expedite orders for supplies; verify the receipt of supplies in consultation with the Supply Chain Department • Coordinate repairs to office equipment and Women and Girls Community Centres in collaboration with the Supply Chain Department • Collect price lists of services and items according to the procurement plan of the WPE Program • Raise Purchase Requests and prepare payment requests and follow-up on their approval by liaising with Finance and the Supply Chain Department • Manage petty cash and conduct local purchases within the thresholds for petty cash procurement allowed by IRC policy • Maintain and update the WPE Purchase Request Tracker • Be responsible for the logistical arrangements of meetings, workshops and other events • Prepare meetings and workshops materials • Draft agendas, take minutes at meetings and workshops and maintain attendance sheets • Type correspondence, reports and other documents, requested by the WPE staff in English and Arabic • Prepare all necessary documentation and make all arrangements for movements and missions of WPE team members, including weekly movement plans • Payment preparation for casual workers and other volunteer staff within WPE • Time-sheet collection and delivery to human resources • All administrative tasks should be carried out by ensuring compliance with IRC administrative standards and with local laws and regulations Other: • Other duties as assigned by the supervisor to enable and develop Professional Standards • All IRC staff are required to adhere to THE IRC Way Standards for Professional Conduct and the IRC country employment policies. REQUIREMENTS: 1. Strong ability to work independently, organize work, meet deadlines, maintain composure, prioritize work under pressure, coordinate multiple tasks and maintain attention to detail 2. Strong sense of personal integrity. 3. Previous experience with Administration and/or previous INGO experience is an advantage. 4. Personal qualities: Works well in and promotes teamwork, comfortable in a multi-cultural environment, flexible and able to handle pressure well. WORK ENVIRONMENT: Travel and other requirements: Staff will be based in field office, with some travel required between the field office and the main IRC office in Beirut