Administration Coordinator

All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

1. Role and Responsibilities:

The purpose of the Administration Coordinator role is to ensure efficient and smooth administrative processes, office management and effective delivery of high-level support services to achieve operational objective of NRC Lebanon

Generic Responsibilities:

1. Ensure adherence to and proper implementation of NRC policies, handbooks, guidelines and donor requirements
2. Manage the administration team at national level, provide capacity building and technical management to administration staff at area level
3. Ensure development of administrative systems and procedures, support line managers on proper implementation
4. Represent NRC in official meeting as requested by management and establish positive relationships with relevant parties
5. Liaise with NRC Lawyers, General Security offices, Ministry of Labor (MoL), Ministry of foreign Affairs (MoFA) and related offices to submit, follow up and obtain Residency permits, Visas and Work permits for all NRC International staff/dependents and visitors.
6. Provide qualitative and quantitative analysis over administrative activities and provide recommendations to management on improvements and way forward
7. Ensure maintaining a filing system for all administrative documents according to NRC filing tree both Hard and soft copies
8. Oversee and be responsible of mainstreaming protection guidelines in the NRC’s related activities as per NRC’s Protection mainstreaming guidelines and ensure that all breaches/concerns reported are properly resolved.

Specific Responsibilities:

• Ensure proper implementation of all existing procedures related to administration in Lebanon, including but not limited to in country regulations for international staff, telephone usage policy, travel SoPs and others
• Provide direction and guidance, assign related tasks, and specify the team’s individual work plans providing continuous feedback and evaluation on performance
• Develop administration handbook with templates and annexes in addition to standard operating procedures on all administrative matters (visibility, travels, communication, visa etc)
• Follow up on country office budget related to admin costs including premises, supplies, stationaries and others 
• Drive cost reduction analysis and recommend cost savings and efficient use of NRC resources
• Work with the field offices in Lebanon on standardizing and compliance matters, and provide strategic input to ensure that administration policies and practices are harmonized with NRC global initiatives and international standards
• Conduct regular field visits and fill in admin compliance checklist. Report on areas of improvement and risk mitigation measures as needed
• Liaise with Logistics team on initiating and finalizing tender processes to sign Long Term agreements with suppliers for administration needs (hotels, travel, printing, office supplies)

• Oversee the process of liaising with property owners for NRC premises management and maintenance
• Ensure creation and follow up of tracking systems for travels, logistics, accommodations and other administrative matters for all expatriates and visitors.
• Manage the related processes for visas, work permits, and residencies for all NRC expatriate staff and visitors.
• Ensure proper weekly and monthly consolidation of payments and purchases with finance department in a manner that supports end of month closure and grant consolidation
• Provide support and coordinate audit requests over administrative matters. Provide supporting documents act upon findings as needed
• Perform any other related task requested by Head of Support or Country Director.

Critical Interfaces:

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• Coordinate with General security offices, embassies, Ministry of Foreign Affairs and Ministry of Labour for work permits and residencies for international staff/visitors
• Liaise with NRC Lawyer on visa applications and work permits  
• Work closely with support and program managers on administrative matters
• Work closely with Logistics and finance departments on purchases and payments
• Liaise with landlords and real estate agents for NRC premises management

2. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

1. Professional competencies

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies:

•             Minimum of 3 years of working with similar Admin roles 

•             Strong management and leadership profile – Strong Presentation skills

•             Previous experience from working in complex and volatile context

•             Fluency in English, both oral and written

•             Knowledge of Lebanese governmental offices procedures related to visas and residencies is a plus

•             Liaison experience and establishing official relationships as needed

2. Behavioural competencies

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies and the following are essential for this position:

• Planning and Delivering Results
• Analysing
• Communicating with Impact and Respect
• Working with People
• Coping with Change
• Managing Performance and Development