Administration Officer

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

    1. Role and responsibilities:

The Administration Officer is responsible for implementing the Administration procedures, policies, and supporting the Country Office staff in their requests, in addition to supporting the field offices in the implementation and following up on the execution of the set administrative routines to ensure achievement of objectives.

Generic responsibilities:

1. Ensure adherence with NRC policies, tools, handbooks and guidelines
2. Implement delegated support function portfolio according to plan of action
3. Prepare and develop status reports as required by management
4. Ensure proper filing of documents
5. Promote and share ideas for improvement of the support function and the coordination between those and the Administration department
6. Liaise with NRC Lawyers, General Security offices, Ministry of Labor (MoL), and related offices to submit, follow up and obtain Residency permits, Visas and Work permits for all NRC International staff/dependents and visitors.
7. Ensure that NRC’s related activities are implemented within NRC’s Protection mainstreaming guidelines and report any breaches/concerns to the line manager and/or focal point for proper action.

Specific responsibilities

• Ensure proper implementation of all existing procedures related to administration in Lebanon, including but not limited to regulations in-country terms and conditions for international staff, telephone usage policy and others
• Liaise with landlords on matters related to the lease agreements of offices, guest houses, and staff apartments. Seek to find proper premises as needed and negotiate prices with relevant landlords
•  Review lease agreements for Beirut premises prepare by the Administration team and follow up on the schedule of payments and terminations/renewals as needed. Follow up and review agreements from the field for final signatures and ensure proper tracking.
• Ensure maintaining a filing system for all administrative documents according to NRC Filing Tree both as hard and soft copies
• Receive, prepare and consolidate administration related reports. Report analysis and recommendations to management
• Follow up on the organization of shipments & couriers as needed locally and internationally
• Build NRC profile and establish Communication networks with Hotels, mobile phone operators, landline phone operator, travel agencies, visibility and printing companies, office supplies providers, translation and other suppliers NRC collaborate with
• Follow up detailed bills for postpaid lines. Follow up reimbursement of personal calls with staff if any and report deductions from salaries to HR on monthly basis
• Manage the related processes for visas, work permits, and residencies for all NRC expatriate staff and visitors
• Review and track expatriate staff bills related to utilities and other services that are covered by NRC and reports inconsistencies whenever applicable

Critical interfaces:

• Coordinate with General Security offices, Embassies, and Ministry of Labor for Visa/Residency issues
• Liaise with NRC Lawyer on Visa/Residency applications
• Work closely with International staff and Program departments on Administrative matters
• Work closely with Logistics, Finance, Compliance and HR departments on daily basis
• Follow up with Suppliers, Hotels and other companies for supplies & services
• Work with landlords on lease agreements and NRC premises
• Work closely with NRC’s Head of Support and Country Director

    2. Competencies:

Competencies are important in order for the employee and the organization to deliver desired results. They are relevant for all staff and are divided into the following two categories:

Professional competencies:

• Bachelor degree in Business or any related field
• Minimum of 2-3 years of relevant experience in an Administration role
• Knowledge of Lebanese governmental offices procedures related to visas and residencies
• Previous experience working in complex and volatile contexts
• Fluent in English and Arabic both written and verbal
• Proficient in MS office (Word, Excel, PowerPoint, Outlook)

Behavioral competencies:

• Planning and delivering results
• Handling insecure environments
• Working with people
• Communicating with impact and respect