Administrative Assistant

PROGRAM/DEPARTMENT SUMMARY: The Operations team is committed to implement and maintaining the highest standards of efficiency and integrity in the purchase of goods and services, handling logistics and implementing administration procedures for Mercy Corps in Lebanon. The overriding objective for all Mercy Corps operations activity is the prompt and effective provision of materials and services in compliance with donor specifications. GENERAL POSITION SUMMARY: The Administrative Assistant in coordination with the local Area Manager and the Beirut Operations Department will assist in multiple functions in the Zahle. This includes but is not limited to, functions related to being present and ensuring the Zahle Office is maintained, stocked, guests are received and administrative functions are present. This is to include the reception of field documents and facilitating them to the Beirut Office, the collection of quotations if needed, in conjunction with the procurement department, from the field and facilitating them to the Beirut Office and following up with field suppliers as needed. The Mercy Corps Lebanon Operations team is currently in a time of growth and this position will be updated as needed. ESSENTIAL JOB FUNCTIONS: 1. Providing reception at the Zahle Office. Ensuring the office is opened at 8:30am every day. 2. Ensuring the Zahle offices are maintained and stocked with all kitchen and stationary items needed (to include filling the monthly stationary lists). 3. Ensuring that all office management and facilities management activities are adequately being implemented 4. Receiving goods in the field and ensuring goods received notes are signed by suppliers. 5. Procurement of necessary office items and other supplies to be procured on site as per Mercy Corps procedures and standards. 6. Collecting timesheets from field based staff/other laborers and ensuring those are facilitated to Beirut by the final day of the month 7. Working in conjunction with Beirut based operational staff to ensure field based supplier checks are delivered in a timely fashion 8. Collecting quotations from field suppliers in conjunction with Beirut Procurement staff and facilitating quotation to Beirut 9. Other office tasks (i.e. making copies, etc.) as assigned 10. Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission. 11. Other duties as assigned. SUPERVISORY RESPONSIBILITY: None ACCOUNTABILITY REPORTS DIRECTLY TO: Area Manager WORKS DIRECTLY WITH: Beirut Operations Staff, Field Based Program Staff KNOWLEDGE AND EXPERIENCE: Preferably a degree holder in a relevant field. 1-2 years experience in administrative functions. Strong organizational and communication skills, ability to multi-task, ability to use MS office. SUCCESS FACTORS: - Conscientious with an excellent sense of judgement - Ability to work simultaneously on multiple tasks - Willingness and ability to work effectively with a wide variety of people - Ability to work as part of a team and coordinate with various personnel - Good written and spoken English - Computer literate and strong organizational skills