Receptionist & Administration Assistant - Beirut

Job Description

Working under the supervision of the Administration Relations’ Senior Officer as part of the Administration and Facilities Management Department based in Beirut, the Receptionist and Admin Assistant is responsible for supporting the delivery of efficient and effective administrative support to the Administration Department in Beirut.

The position will be acting as the receptionist at the assigned office.

Major Responsibilities:

Reception and other General Administration:

- Receive, Greet and Direct external visitors to departments. - Organize mail distribution and send to field offices and other locations as needed. - Receive mail on behalf of Beirut HQ/ Office and ensure internal mail is promptly distributed. - Tracking mail and filing of waybills. - Handling outgoing shipments via DHL for programs and operations teams alike. - Booking in-house – Office conference rooms upon requestors’ emails and receipts. Communicating and catering requestors meeting requirements. - Office stationery focal point, tracking, ordering, and replenishing. - Catering office needs of papers in printers, stationery, and other office-related requirements. - Photocopying and scanning admin documents when needed. - Representing admin in HR lead orientation session and making sure all information is up to date. - Continuously following with IT for any issues in the office.

Administration support:

- Raising purchase order for all operations team Beirut. - Handling internal office projects. - Preparing purchase orders for operations when required. - Tracking all admin services related to leases, accommodation, conferences, and any other requirements. - Preparing all payments related to Admin when required. - Filling document related to administration as requested by Admin team. - Supporting in Travel and accommodation forms. - Preparing necessary per diems, reimbursements, and advance requests. - Other related requests from Admin Relations.

External Relations – Suppliers and Service Providers:

- Payment to service providers:

- Communicating payments’ readiness to suppliers and service providers upon receiving the list shared by accounting. - Updating payment tracker accordingly. - Coordinating with procurement when and where needed in relation to supplier payments.

- Focal point to Tenders and Bids: - Preparing files to open tenders for pick up by addresses. - Contacting suppliers by telephone and email to convey an invitation to participate in tenders. - Update calls sheet with notes from mails and calls for the tender focal points. - Keeping records and track of all files and tender-to-supplier distribution. - Keeping a record of submitted tenders.

Senior Management Team Support; in coordination with Admin Relations:

- Organize, review, and sort incoming mail/documents/files/ and effectively dispatch any outgoing to concerned personnel. - Handle filing and compiling of requested SMT document data. - Reviewing documents prior to providing to the concerned for signature, converting to PDF when needed or printing if required. - Creating POAs and DOAs for acting SMT members on behalf of the CD when and where needed. - Attend and take minutes of meetings for CD or SMT when and where needed- if requested by Admin Relations Senior Officer. - Arrange onboarding meetings for newcomers reporting to SMT. - Schedule and follow up on SMT meetings, conferences, and the like. - Produce reports and compile data to organize as needed based on SMT request through the Administration relations Senior Officer. - Other related duties as requested by Admin relations for the SMT (Advances, reimbursements, TAFs, etc.)

Supplies management:

Stationery

- Keep records of all Beirut HQ stationery stocks. - Track utilization and through focal points in offices by departments. - Prepare purchase requests based on need and budget availability. - Consolidate country trackers (when received from field offices). - Covid-19 Hygiene supplies: - Uphold regional standards of Covid-19 Hygiene supplies for Beirut office, replenish and distribute supplies as needed. - Compile country data and monitor utilization.

Access Control/ Security Support

- Prepare daily attendance sheet to security access control officer. - Ensure country visitor lists are filled and supplied to the security team as needed. - Ensure access point supplies are replenished and being utilized responsibly. - Prepare monthly occupancy report as per the actual attendance sheets.

Key Working Relationships:

- Reporting to: Admin Relations Senior Officer. - Supervises: N/A - Indirect Reporting: Administration and Facilities Management Coordinator. - Internal and External Contacts: - Internal: Senior Management Team, Administration Team, Programs Teams, Field Coordinators and Teams, Housekeeping and Drivers. - External: Visitors, Suppliers, and Service Providers.

Qualifications

Education:

- Business Administration Degree (University or Technical Institution) or Similar

Work Experience:

- 2 years professional experience in Administration. - Front desk, Customer Service, or secretarial experience, office management experience is highly preferred.

Demonstrated Skills and competencies:

- Self-motivated, honest, highly responsible, and punctual. - Highly attentive to details. - Ability to work as a member of a team. - Positive courteous and Professional attitude. - Strong interpersonal skills. - Excellent written and communication skills. - Computer literate, including Microsoft office. - Ability to independently organize work and prioritize tasks. - Willing to work after hours and on weekends when needed. - Able to coordinate multiple tasks.

Language Skills:

English and Arabic – French is a plus.

Certifications and Licenses:

Customer service-related certifications and/or secretarial training are a plus.

Working environment:

- The position will be based in Beirut with no field travel. - This position is 100% office based. - Subject to additional Ad-hoc duties as assigned by the supervisor.