Administration Coordinator

Purpose The Administration Coordinator is responsible for managing the office and the administration team in the MENA zone in Beirut. S/he is responsible for the smooth running of all issues concerning administration and office management.   Key tasks and responsibilities   Management of administration, vehicle fleet and office procurement:   Line manage, train and support the administration staff of the office, including the receptionist, translator, two drivers/administrative assistants, housekeeping staff and casual labourers Lead the office on administration procedures, maintain and develop administrative procedures according to IFRC guidelines Manage the archives and records of the MENA zone according to IFRC guidelines Ensure appropriate legal services are provided to MENA zone Manage the welcome service for each arriving staff /delegate/visitor, to include information about the country and general information  Documentation management including preparation, tracking and ensuring proper filing systems are in place for the office Manage the translation service, including an in-house translator and out-sourcing to external translation and interpretation companies as needed Manage procurement, import and export for the MENA zone office according to IFRC standards Manage the MENA zone office vehicle fleet according to IFRC standards, and manage the deployment of vehicles Manage two drivers/administrative assistants and co-ordinate their assignment and workload Responsible for booking flights, arranging transport, obtaining visas and permits for delegates, staff and visitors Arrange accommodation for visitors. Liaise with travel agents, airlines, hotels and other administrative related service providers and suppliers to ensure the most appropriate and cost efficient services and flights. Co-ordinate visits that take place at the office and organize visit programmes for IFRC, national societies and partners Provide administrative support to all hosted PNS and contribute to the development and implementation of administrative issues in integrated agreements. Ensure that the office premises are adequately maintained and that the office utilities (electricity, water, telephone, fax, e-mail, office security system, garbage services) are functioning properly and invoices paid to services providers. Identify apartments for expatriates and ensure that all houses leased are equipped according to the standards list and properly maintained according to contract with the landlord and Federation rules. Ensure timely renewal of lease agreements Ensure that all personnel have a well-equipped workstation and attend to any requests regarding stationery and furniture. Supervise the receipt and safe storage of all goods and stationeries in the office. Ensure that adequate systems for stock control are in place including physical stock take every six months for office or household furniture and equipment.   Organise at least once a year physical stock takes and check all fixed asset movements and disposals in order to reconcile and update the record on the Fixed Asset Register and the Insurances contract. Inform  the Finance Manager of the results and any discrepancy. Evaluate the depreciation of all assets and organise with the Logistics Unit the disposal according to the Federation procedures. Maintain adequate insurance for Federation assets Manage and control all maintenance work done for the office and delegates houses according to approved request and submit payment requests to the finance department on a monthly basis Administer cell phone SIM cards and Blackberries for authorised staff as well as office landline telephones for all staff and ensure effective cost monitoring and reimbursement of private calls.   Duties applicable to all staff Actively work towards the achievement of the Secretariat’s goals and abide by and work in accordance with the Red Cross/Red Crescent principles. Perform any other work related duties and responsibilities that may be assigned by the line manager or technical supervisor. The above job description can be altered accordingly as and when required by the zone Head of Support Services to include any revised job function. Person specification   Person Specification Required Preferred General Good mental and physical health X   Qualifications Diploma or Certificate in Secretarial/Business Admin   X Experience 3 years of relevant professional experience in administration X   Experience in Working with the Red Cross/ Red Crescent   X Experience in dealing with hotels and other service providers X   Experience in travel arrangements X   Skills Proficient with Internet and Microsoft Offices – MS Word, MS Excel and MS PowerPoint X   Fluent in English and Arabic X   French language   X Core Competencies Strong sense of ownership and able to see through the completion of task assigned X   Teamwork; commitment to the International Red Cross & Red Crescent Movement; integrity & personal conduct; sensitivity to diversity; Flexibility & adaptability; interpersonal skills; resilience; friendly. Have a positive attitude, proactive, resourceful, hardworking, trustworthy, matured and able to maintain confidentiality at all times. X   Able to work independently and in stressful situations X   Resourceful and capable to research and source information X   Pro-active and highly organized X