Admin Assistant

All NRC employees are expected to work in accordance with the organization’s values: dedication, innovation, inclusivity and accountability are attitudes and beliefs that shall guide our actions and relationships.  1.      Role and responsibilities The following is a brief description of the role. Generic responsibilities These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan. Adhere to NRC policies and procedures Attend meetings upon request to take down minutes, draft and circulate Day to day follow up on cleaning staff and their schedule Ensure cleanliness of Beirut office and any guesthouses Receive, distribute and register faxes, mails, documents and reports Occupy the reception office and greet/Assist visitors   Assist in Administrative routines and implementation of procedures for main office and field when needed, support in administrative filing as per NRC filing tree Support in translation, scanning, printing, binding etc... Specific responsibilities These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly. Receive and ensure that utility bills for office running costs (e.g. electricity, water, phone, building services) are paid on time Arrange for staff and visitors flight bookings, transport and accommodations. Liaise with hotel, travel agencies and taxi companies for ordering offers and following up confirmations Order, distribute upon need and keep record of Office stationeries and kitchen supplies. Create and update inventory lists for Beirut stock (stationeries, supplies …) Follow up NRC offices maintenance records and visits Liaise with printing companies on orders and printings (Business cards, certificates, booklets etc) Order, follow up and consolidate external transportation requests Activate and cancel Liban call Urgent SMS service for all Staff , keep tracking sheet updated Coordinate the provision of telephone lines and necessary follow up (OGERO). Order new lines, cancel, transfer and initiate payments when due Order and dispatch prepaid lines for NRC Main staff on monthly basis  Arrange and organize schedules/needs for External and in-house conferences and workshops Issue Purchase requisitions and orders for all Beirut office needs / Prepare Payment vouchers and submit to Finance Assist in request quotations, receive offers and prepare bid comparisons upon need especially for office and kitchen supplies plus hotel offers Fulfil any other related task requested by the HR/Admin Manager or HOS Issue requisitions, order and distribute NRC Lebanon visibility items and other materials Critical interfaces By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: Work closely with Logistics on PR’s, PO’s and taxi Requests Coordinate with Finance on PVs, invoices and payments Coordinate with field Offices and different departments on orders and follow ups Work closely with hotels, taxi companies and travel agency etc 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: •             1-2 years of relevant experience in a similar organization •             Previous experience from working in complex and volatile contexts •             Documented results related to the position’s responsibilities •             Knowledge about own skills/profile •             Very good English language skills Context/ Specific skills, knowledge and experience: Good Cultural and Strong administrative service orientation Good Computer skills Minimum Bachelor degree in a relevant field 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: Working with people Planning and delivering results Organized and time management 3.         Performance Management The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews: •          The Job Description •          The Work and Development Plan •          The Mid-term/End-of-trial Period Performance Review Template •          The End-term Performance Review Template •          The NRC Competency Framework