Field Admin Officer

Overview

Organize and coordinate administrative functions for the Bekaa office.

You have:

• Strong understanding of best practices and strategies in admin, logistics or management.
• A university degree or higher education in Business Management, or similar field.
• Very Good written and spoken English and Arabic languages.
• Strong written and verbal communication skills, effective in representation and liaison with external parties.
• Good computer literacy in Microsoft Office package (incl. Excel).
• Position requires availability and willingness to work outside regular office hours occasionally.
• Ability to work in and contribute to dynamic team operating in a fragile environment.

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

The purpose of the position is to organize and coordinate the Bekaa office and warehouses administrative functions and to develop and maintain office administrative processes. To manage the house keepers and to handle the logistics of local meetings and conferences.

Support and coordinate the Bekaa administrative related tasks

• Maintain & Monitor necessary utility files, and responsible for issuing due rent payments on time, in addition to following up on renewal of contracts for WV offices in Bekaa in coordination with the Area Manager and Administration Manager.
• Oversee the daily functioning of office facilities including repairs and minor renovations.
• Ensure office equipment and furniture are managed; and maintain an inventory register.
• keep updated data of all admin inventory at the area level
• Coordinate all local trainings, workshops and events as needed.
• Supervise the cleaning staff & services, follow-up on their daily schedule, monitor their leaves and complete Performance reviews with all of them.
• Handle the process of distributing incoming and outgoing mail / courier (DHL, Libanpost, & inter office mail with signature of employees
• Coordinate the conference rooms schedule

Handle Office expenses and payments

• Monitor the daily administrative expenses, handle the Bekaa office petty cash and submit on monthly or bi-weekly basis the expenses to the finance department for replenishment. (frequency is normally month but can be on bi-weekly if needed)
• Follow up on the payments of the Casual Workers when needed (finance or admin casual workers if any)
• Follow up on the payments of the suppliers for the requests (utilities, supplies) received on ProVision.

Coordinate Visits and Events

• Make hotel and transportation bookings for staff as well as for visitors, as needed
• Support in the logistics preparations of local events and meetings whenever needed.
• Attend events as needed.
• Ensure high level of hospitality to the Bekaa Office visitors at all times.

Maintain the inventory of Supplies and stationary

• Ensure availability of admin required stationery and maintain proper stock controls systems.
• Ensure availability of office/kitchen supplies and maintain proper stock controls systems
• Place orders as the need arises via ProVision

Perform Tasks related to Support Functions

• Handle P&C related basic tasks in the absence of the P&C Team in Bekaa (i.e. Collecting Bekaa staff signatures related to NSSF - Ministry of Labor - Conflict of Interest Disclosure - Exit Checklist/Clearance Paper, handover WV Assets, Distribute Insurance cards, attach Our Voice posters, ANN, delivery of flower arrangements to new borns’ parents…)
• Handle Procurement related basic tasks related to Bekaa Offices' services/requests (collecting submitted offers in enclosed envelopes)
• Support the ICT teams in miscellaneous activities when an all staff effort is needed for example the mass operating system update, support in the server room, solar electric system, etc.

Perform other duties as required

• Participate in reflection events, monthly meetings, yearly planning and major events.
• Attend and participate in capacity building trainings locally and internationally.
• Responsible for own & staff security and actively contribute to a positive security culture.
• Abide by the security policies and procedures and report any incidents or breaches to line manager and / or security manager.
• Report CP incidents as per the safeguarding policy guidelines.
• Perform other duties as assigned by the Line Manager

Minimum Requirements:

• Strong understanding of best practices and strategies in admin, logistics or management.
• A university degree or higher education in Business Management, or similar field At least 3 years of experience in a similar related job.
• Very Good written and spoken English and Arabic languages
• Office based job with local travel
• Position requires availability and willingness to work outside regular office hours occasionally.
• Position requires willingness and ability to continue to function during a crisis, including during a World Vision response to a manmade or natural disaster.
• Strong written and verbal communication skills, effective in representation and liaison with external parties.
• Good computer literacy in Microsoft Office package (incl. Excel)
• Strong Organizational Skills
• Good Communication and interpersonal skills
• Ability to work in and contribute to dynamic team operating in a fragile environment

Applicant Types Accepted:

Local Applicants Only

Apply now

Potential interview questions

Added 1 month ago - Updated 25 days ago - Source: wvi.org