Administrative Assistant (Baalbeck)

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 Baalback and Zahle offices. This includes but is not limited to, functions related to being present and ensuring the Baalback 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, 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: Providing reception at the Baalback Office. Ensuring the office is opened at 8:30am every day. Ensuring the Baalback and Zahle offices are maintained and stocked with all kitchen and stationary items needed (to include filling the monthly stationary lists). Collecting quotations from field suppliers in conjunction with Beirut Procurement staff and facilitating quotation to Beirut Participating in or producing quotation analysis as need. Receiving goods in the field and ensuring goods received notes are signed by suppliers. Procurement of necessary office items and other supplies to be procured on site as per Mercy Corps procedures and standards. Collecting timesheets from field based staff/other laborers and ensuring those are facilitated to Beirut by the final day of the month Working in conjunction with Beirut based operational staff to ensure field based supplier checks are delivered in a timely fashion Assisting the Area Manager in collecting all Bekka office weekly trip tickets and ensuring vehicles are allocated on an as needed basis. Assisting in the reception and upload of goods in the Baalback warehouse. Other office tasks (i.e. making copies, etc.) as assigned Conduct himself/herself both professionally and personally in such a manner as to bring credit toMercy Corpsand to not jeopardize its humanitarian mission. Other duties as assigned.