Administration 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 Supervise, train and develop cleaning staff Receive incoming calls and make outgoing calls according to needs / Welcome visitors Receive, distribute and register faxes, mails, documents and reports when needed File administrative documents according to procedures Ensure that utility bills for office running costs (e.g. electricity, water, phone) are paid on time Arrange for staff and visitors visas, flight bookings, transport and accommodations. Assist in Residency permit applications Order, dispatch and keep record of Office stationeries and kitchen supplies. Create and update Inventory lists for Beirut stock (stationeries, visibility, supplies …)  Assist in Office and other NRC premises maintenance records and follow up Focal point for printing companies and orders 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. Order, follow up and consolidate external transportation requests Follow up MTC phone lines and detailed bills Activate and cancel Libancall Urgent SMS service for all Staff , keep tracking sheet updated Arrange for External and in-house conferences and workshops Attend meetings upon request to take down minutes, draft and circulate Issue Purchase requisitions and orders for Beirut office Request quotations, receive offers and prepare bid comparisons upon need Fulfil any other related task requested by the HR/Admin Manager or HOSU 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 in PR’s and PO’s Coordinate with Finance on invoices and payments • Coordinate with field Offices and different departments on orders and follow ups 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: •             2-3 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: • Minimum Bachelor degree in a relevant field Good Cultural and Strong administrative service orientation Very good computer skills 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 Communicating with impact and respect Handling insecure environments 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