Receptionist (Beirut)

ROLE PURPOSE: Provides administrative support to the Office Administration.  Performs a variety of associated administrative tasks in support of general office operations and staff.  Coordinates and facilitates meetings as appropriate. Coordinates specified administrative activities across multiple organizational departments and within LCO national office and sub-offices. Operates the office phone and fax, welcomes guests and refer them to the respective hosts.   KEY AREAS OF ACCOUNTABILITY: Support the delivery of effective Programmes, in both development and humanitarian contexts, by:   Ability and willingness to dramatically change      work practices and hours, and work with incoming surge teams, in the event      of crisis or emergency.   Administrative:   Setting-up and maintaining filing systems for      records, correspondence and other material related to administration      files. Provide regular      secretarial tasks such as taking minutes of staff meetings, handling phone      calls, correspondence, updating contact lists, following up on stationary      needs. Provide basic level      of translation upon request and when needed. Tend to general      employee inquiries e.g. recommendation letters, number of leave days, etc Respond to employees’ requests and questions      after coordinating and getting the concurrence of direct line-manager. Follow up on receiving and collecting the      monthly time sheets of staff on monthly basis Preparing annual holiday list for country      office Assist international staff in finding      apartments, furniture, and other related issues if requested by      line-manager Assist in updating all admin trackers and      disseminating them to raise staff awarness   Resources / Documentation: Keep hard copy      resources in a systematic order; Register new      resources in shared folders and sharing as appropriate with staff;   Logistics: Provide logistics      and admin support for programs of visits, meetings and workshops; Facilitate travel      arrangement from and to the country including reservation of flights, taxi      and accommodation for visitors and workshop participants; visa      applications;   QUALIFICATIONS AND EXPERIENCE Essential: Minimum university undergraduate or vocational degree in administration. Minimum of 1 year experience in the administrative field Verbal and written communication and organizational skills. Ability to plan and organize and work in a systematic and organized manner. Detailed oriented Customer service oriented. Ability to priorities competing demands. Strong team player with high team spirit and positive attitude. Flexibility under pressure and in response to changing needs. Productive and responsive to instructions and project policies and regulations. Initiative, stress tolerance and reliable. Computer knowledge especially MS office, spreadsheet, PowerPoint, outlook and lotus notes Bilingual English and Arabic Language.