Administration Manager

Save the Children is the leading independent organization creating lasting change in the lives of children in need around the world. Save the Children has been operating in Lebanon since 1999 and is recognized for its commitment to accountability, innovation and collaboration.  Save the Children currently implements programs in Child Protection, Education, CRC, Health and Nutrition, Food Security & Livelihood, Shelter, and Emergency Response throughout Lebanon.   Save the Children is seeking qualified candidates to fulfill the following positions, for its Lebanon Country Office, in the following locations Beirut, Tripoli, Akkar and Bekaa: JOB PURPOSE The Administration Manager, Save the Children Lebanon Programme is accountable for providing, efficient and proactive administrative support to the country programme in Lebanon. Department Management and Development Manage the administration team as the organisation grows   Administration Maintain a handbook incorporating all SC guidelines and policies related to all aspects of the administration of the office. In particular to include policies on internet access, safety in the workplace and personal use of office facilities and communications. Ensure that all travel arrangements are made for staff and visitors (including interview candidates) to facilitate their entry into the country Ensure that up-to-date information is displayed on whiteboards for travel, guesthouses and utilities. Manage guesthouse and hotel bookings, housekeeping and maintenance requests.  Maintain and review periodically the information pack for visitors staying at the guesthouse. Ensure that the office is regularly serviced and maintained in a clean and appropriate manner. Support field finance and administration assistants in terms of their administrative duties Lead on organizing and identifying appropriate venues for meetings, workshops and accommodation for staff, visitors while ensuring value for money Ensure that all general office equipment are regularly serviced and maintained. Understand administration costs and recommended suggestions/systems that would improve cost effectiveness and efficiency Benchmarks of admin related benefits with other INGO’s (Rental data, Hotels) Tendering of administration related suppliers to ensure quality, efficiency of services provided Regular checking of suggestion boxes and forwarding feedback received to the Support Services Director Ensure that all new staff taking up positions in the Beirut office receive an induction on Administration systems and procedures. Assist and advise visitors and incoming staff in the procuring of visas where necessary   Security Maintain a “welcome to Beirut” document to be sent to visitors prior to arrival that includes useful information on the office, the city, the country, health aspects and in particular covering security issues. In this to liaise with the security manager and ensure that all visitor receive a security briefing within 24 hours of arrival in country. Ensure that all staff hold up to date SC ID cards. In conjunction with the security manager to maintain an up to date list of Beirut based staff with phone numbers including the location of their residences. Regularly update the Lebanon Programme contact lists with Regional Office, Global directory and the NGO Consortium data base.   APPLICATION PROCESS   Please note that the closing date for applications is : For External applicants on June 7th.                    The selection committee will review all applications as they are received. All applicants must meet the minimum requirements described above, and those unable to meet these requirements will not be considered. No further information will be given over the phone.   Please note: due to the critical nature of this recruitment, applications will be reviewed as they are received and successful candidates contacted on an on-going basis.  Internal Applicants are given priority in the recruitment process.   STARTING DATE: Immediate.  We’re looking for people who can start as soon as possible or within the next few weeks.   Each application package should include the following: •           Job title for the role you are applying for in subject header of the email •           Cover letter with the applicant’s current contact information •           CV (including detailed work experience, education/degrees)  –  3pages maximum •           Professional References (minimum of three, with complete contact information) •           Kindly do not send supporting certificates and documents at this stage •           Letter and CV should be saved into one Word or PDF document and sent to Lebanon.vacancies@savethechildren.org   Applications not including all of the above information will not be reviewed. Only short listed candidates will be contacted.   We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.  All applicants will also be subject to Save the Children’s usual Child Safeguarding Policy and reference checking process.