Front Office/administrative Assistant

OXFAM PURPOSE: To work with others to find lasting solutions to poverty and suffering  TEAM PURPOSE: To provide secure, efficient, timely and cost effective programme support  to the Lebanon Programme    JOB PURPOSE: To provide administrative support that helps implements operational plans to enhance the organisation’s performance through our people.   REPORTING LINES: Post holder reports to : Administration Officer Staff reporting to this post: Three Cleaners BUDGET RESPONSIBILITY:  None DIMENSIONS:   Providing support and information on areas of work covered in their remit. Implements departmental plans to agreed standards. Assists with the development of solutions to problems and responds to routine problems. Responds to and uses information received in a variety of formats from different sources. Some flexibility to anticipate and resolve challenges within departmental parameters in own work area. Day to day planning in line with departmental/divisional priorities. Communicates both internally and externally to give and receive information. Draw from a number of information sources to inform individual and group decisions. Solves basic problems, which have some variety, and takes decisions based on a number of possible options. Communicates widely within the department, with some Oxfam contacts and/or wider external contacts. KEY RESPONSIBILITIES: Meet and greet visitor’s of Oxfam office, ensuring that they sign into guest book and our welcomed in a friendly and professional manner and directed to the correct department. Maintain contact lists for both external and internal contacts and ensure that they are circulated to Lebanon and Oxford teams Manage the calendar of the country representative and incoming/outgoing mail  Answer Oxfam operator number & take notes as appropriate Supervise, manage and organize cleaners and ensure that coffee and tea facilities are fully stocked at all times. Ensure appropriate administration and conference facilities, and efficient organization of meetings, training and workshops in Lebanon when required. Lead in ensuring that administration filing systems, both manual and computerized, are efficient and maintained to a high standard, and that the filing lists are kept up to date and circulated. To be responsible for the maintenance of office stationery supply including mobile top-ups Ensure there is full time coverage of the reception area (if not able to be at the desk, ensure someone else is covering) Maintain an organized clean reception area Fulfil any other task required by the line manger Settlement of payments (phone bills, guest houses, office expenses) Maintain bookings and reservations (flights, hotels, venues) Ensure the Welcome Pack is updated regularly Take the minutes of meetings and distribute to all staff