Administration Assistant

Job Overview/Summary: Working under the supervision of the Supply Chain Coordinator based in Beirut the Administration Assistant is responsible for supporting the delivery of efficient and effective administrative support to the IRC office in Beirut. Major Responsibilities: General Administration Responsibilities: Greet and direct visitors to departments; Maintain centralized contact lists including staff, program visitors and partners; In collaboration with the HR and Security departments, prepare documents required for international staff and visitor visas, work permits, and other related government requirements related to administration; Assist Country Director and other departments in the implementation of administrative systems and procedures in their respective departments; Assist Country Director and Deputy Directors in organizing staff and/or external meetings/conferences; provide direct administrative support to CD including copying, dissemination of documents, preparation of expense reports etc.  Any other duties or tasked delegated by Supply Chain Coordinator Supplies: Maintain inventory records for office supplies (stationary, cleaning and kitchen supplies, toners etc.), monitor usage and promptly prepare Purchase Requests for restocking; Ensure all office equipment is stocked with required supplies (toner, paper etc.). Visitors: Maintain and regularly update visiting staff schedule and office  visitor board; Manage hotel bookings as required for visiting staff, consultants etc., including ensuring prior approval  by an authorized supervisor and recording of accounting expense codes; Arrange for all arrival and departure, pick up and drop off from and to airport and submit timely transport requests to Supply Chain; Communicate with visitors to confirm arrivals, accommodations and any transport requirements; Ensure visitors are advised in advance of all arrangements and provided with arrival package including contacts and latest visitor security protocols; Verify hotel billings and prepare related payment requests; Others: Receive the goods/materials after cross checking with the PO/contract by preparing IRC standard Delivery Report Collect all the needed documents for the payments per IRC rules and regulations Combine the needed documents to prepare the payment requests per IRC rules and regulations with coordination of Procurement Manager; Photocopying all the payments documents Archive the payments per Supply Chain archiving system Record details of all IRC inter office mail pouches and international Skypack delivery and ensure timely distribution to recipients Ensure internal mail is promptly distributed Perform all other ad-hoc duties, as and when assigned by supervisor Maintain and update the payment tracking sheet Coordinate with Finance, Admin and program departments to ensure payments and Purchase requests are set on time Labeling and re-organizing the existing SC files Key Working Relationships: Position Reports to:  Supply Chain Coordinator Position directly supervises:  N/A Indirect Reporting: Supply Chain Manager and Procurement Manager Other Internal and/or external contacts: Internal: Procurement team, Finance Team, Programs team External:  Service providers, Suppliers. Job Requirements: At least 1 year experience in similar position, preferably with an INGO, or multi-sector humanitarian relief or development projects. Proven experience of administration and experience of large operations. NGO experience and knowledge of donor requirements Positive and professional attitude, able to organize, maintain composure and prioritize work under pressure, work overtime when necessary and be able to coordinate multiple tasks and maintain attention to detail. Ability to work as a member of a team essential. Must be computer literate, including Microsoft Word and Excel. Ability to communicate in English and write clear and concise reports in English strongly preferred Excellent written and verbal communication skills, strong interpersonal skills. Willingness to travel in very remote and war affected areas under adverse conditions. Ability to independently organize work and prioritize tasks. Self-motivated, honest, highly responsible, and punctual. Familiarity with major donor and local regulations / laws advantageous. Working Environment:  The position will be based in Beirut with travel to Field Sites.