Administration Relations Officer - Beirut

Work Arrangement:

Job Description

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Job Overview/Summary: Working under the supervision of the Administration Coordinator based in Beirut the Administration Relations Officer is responsible for supporting the delivery of efficient and effective administrative support to the IRC team in Greater Beirut and the supervision of the Administration Assistant’s deliverables.

Major Responsibilities:

Senior Management Team Support:

- Focal point for receiving all requests coming from the senior management team and to communicating back developments and reports. - Planning and directly supervising the completion of the requested tasks - Hands On management of VIP visitors for the Senior Management team including inter-departmental coordination, logistics arrangements as needed - Preparing check list for the Administration Assistant to abide to when reviewing contracts and other documents from departments for the live signature of the senior management team. - Overseeing all reports produced by the administrative assistant prior to communicating them back to the senior management team. (including payments, periderms applications and other)

Travel Management Responsibilities:

International Travel- Visitors :

- Responsible for all incoming inquiries to the IRC Lebanon Travel Mail, including: - Requesting visitors’ visa through the focal in charge in the administration department of lawyers and GSO for nationalities requiring it. (inter department referral) - Booking Hotel and Transport upon receipt of inquiry(long or short stays) - Communicating booking details back to requestor - Including Welcome Pack and pre-arrival details - Tracking all incoming international visits – including type, purpose and duration of visit - coordinating arrivals and departures with security - Preparing all invoices related to Hotel Accommodation-Booking and Transportation based on signed agreements

International Travel- Local Staff :

- Focal Point for Travel Agency and international travel booking in Lebanon Country Program for Local team members and Expats, including:- Securing best flight options from contracted agencies upon receiving request - Validating all necessary travel documents are complete and correctly signed and submitted (TAF/TRF ) - Obtaining written confirmation to ticket to be booked - Booking the ticket and communicating the electronic reservation to requestor - following up and ensuring that the agency invoices are received as soon as booking is completed and preparing related payments based on valid codes provided by the travelers as soon as the invoice is received. - Maintain and communicate visitors and expats travel tracking sheet as holder of the LB-Travel account and in dual line with the security team. - Providing continuous feedback and communicate concerns in relation to MSAs Managed and related to Travel, transportation providers and Accommodation Providers. - Supporting in arrangement of VIP Visitors travel related bookings and communication. - Overseeing and compiling field report for local field accommodation to monitor utilization rate and expenditure of the internal travel portfolio - Producing a report on a quarterly basis to measure the utilization rate of every contracted Hotel through MSA in Beirut - Developing and continuously updating International Travel administrative guidelines including new governmental requirements and fees, timelines and pre-requisites and sharing the same as needed. In consultation with the focal in charge of the legal file. - Continue to update the Travel arrival documents as needed and when situation calls for it

Programs and OPS Events Management:

- Responsible for booking all events related requests from programs and OADM through contracted MSA Hotels and Venues: - Receiving complete PR and TOR from the requestor - Communicate with venues to obtain confirmations and requirements - Book and reserve in alignment with IRC processes (issuing the PO and ensuring it is received fully signed on time prior to the commencement of service) - Make sure the attendance took place, follow up to receive the information needed from requestors in full – request explanation if variances in numbers occur - Ensure the venues invoices are received upon the completion of the event and Issue payments related to the events as soon as the event is concluded. - Keep track of the conferences held and booked – including program/ requestor, venue utilized total cost and number of attendees for utilization later at renewal of contracts or in new MSAs

Management and Administrative Related Responsibilities:

- Directly supervise the day to day work of the Administration Assistant including: - Perform mid year and year end performance review, set goals and continuously offer support to reach them - Capacity building for the Administrative Assistant - Sign off of attendance, manage workload and cover for the Assistant when on leave - Review all reports and deliverables of the Administrative Assistant prior to dispatching. Including : - Stationary records / Stock Management and replenishments requests sign off. - And other as needed - Making sure all PR raising requests are attended to on time and in full by the Administration Assistant - Responsible of the PO issuing and follow up and invoicing of related portfolio in completion of the managed files. - Review weekly all requested trackers. - Make sure adequate advances are applied and utilized for the official documents work as needed and are set to be closed on time and in full. - Core member of Technical Committees for Tenders and Procurement MSA meetings when relative and needed(Travel, Transport, Accommodation, events). - Responsible for the booking of long stay visitors (local and travelers ) from the request receiving date. - Perform all other ad-hoc duties, as and when assigned by supervisor.

Key Working Relationships:

- Position Reports to: Administration and Facilities Management Unit Coordinator - Position directly supervises: Administration Assistant - Indirect Reporting: N/A - Other Internal and/or external contacts: - Internal: SMT, Logistics, HR, Procurement team, Finance Team, Programs team - External: , Hotels, Transport agencies, Travel agents.

Qualifications

Education: Hotel Management, Business Administration Degree (University OR Technical Institution) or similar

Work Experience:

- Min. 2-3 years of professional experience in General Administration. - Previous Front Desk, Customer Service and/or Secretarial Experience is found relative in a Multinational company or a large enterprise Travel Agency or a Hotel.

Demonstrated Skills and Competencies:

- Ability to work as a member of a team is essential. - Available around the week for monitoring and tracking visitors around the hour. - Capable of working after working hours and on weekends when needed.

Positive courteous and professional attitude

- Strong interpersonal skills - 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. - Excellent written and verbal communication skills in all listed languages. - Must be computer literate, including Microsoft Word and Excel/ Power Point. - Ability to independently organize work and prioritize tasks. - Self-motivated, honest, highly responsible, and punctual.

Language Skills: English and Arabic – French is a plus.

Certificates or Licenses: Customer Service, Office Management, Secretarial Trainings are all found to be relevant.

**Working Environment*****:*** The position will be based in Beirut with some travel to the fields as needed.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.