Job Opportunity at IRC in Lebanon: Administrative Assistant

The International Rescue Committee 'IRC' is offering a job opportunity in Beirut, Lebanon as an Administrative Assistant. You will help the company achieve its goal represented in developing a pliant platform to reach young children and their caregivers wherever they are and measure how IRC impacts their lives and creating multimedia programming for children affected by the conflict. 

Qualifications:

1. Bachelor's degree in Business Administration, Business Management, or any related relevant field.
2. Minimum 1 year of professional experience in office administration or office management.
3. Self-motivated, honest, highly responsible, and punctual.
4. Ability to improvise and be flexible when needed.
5. Ability to work and meet deadlines under pressure.
6. Excellent organizational skills, flexibility, integrity, and ability to multi-task in a fast-paced working environment while maintaining attention to detail.
7. Works well in and promotes teamwork, comfortable in a multi-cultural environment.
8. Excellent interpersonal and communication skills, both verbally and in writing.
9. Fluency in English and Arabic, oral and written.
10. Demonstrated proficiency in Microsoft Office Word, Excel, PowerPoint, and Outlook.

Preferred Qualifications:

1. Experience within NGO, INGO or multi-national firm.
2. Experience with organizational software.
3. Experience with budget software.
4. Experience with Supply Chain procedures.

Documentation and Supplies Responsibilities:

1. Provide direct administrative support to Early Childhood Development "ECD" team including copying, dissemination of documents, preparation of expense reports, etc. 
2. Produce reports, collect information, compile data, and organize files as requested by the Administrative Officer.
3. Provide direct administrative support to all ECD team members (full-time, part-time, temporary staff, teachers, enumerators, community mobilizers) regarding timesheets, attendance, payments, etc. with close follow-up and track record.
4. Ensure office equipment is stocked with required supplies (toner, paper, etc.) for the ECD team.
5. Raise Purchase Requests and Payment Requests as needed/requested, and track their progress until delivery.

Schedule, Meetings, and Travel Responsibilities:

1. Maintain detailed schedule management for the ECD team, including local and international travel and meetings/workshops/training.
2. Maintain and update a meeting tracker for the ECD team.
3. Organize ECD team members’ staff external meetings, local and abroad conferences, and workshops, including venue logistics, travel, and transportation.
4. Book travel arrangements (flights, accommodations, and transportation) as requested by the Administrative Officer.
5. Coordinate and schedule all necessary calls/meetings with partners, donors, and internally, regionally, and with HQ, as needed and requested.
6. Attend meetings as requested to take notes, produce minutes, and follow up on actions as needed.
7. Maintain and circulate organized meeting notes.
8. Organize ECD team members’ field visits.
9. Coordinate fleet needs and capacity.

Visitors Coordination Responsibilities:

1. Ensure all visitors' documentation is submitted in a timely manner.
2. Ensure timely booking of visitors’ accommodation, transportation, etc.
3. Manage and maintain detailed visit schedules for all incoming visitors.
4. Maintain a detailed visitor tracking log for all program sites.
5. Liaise with security and relevant units for visitor logistics.
6. In coordination with the ECD team and relevant colleagues ensure that all visits have needed documents and briefing notes.
7. Whenever applicable, ensure high-level visits follow appropriate protocol.

Training Coordination Responsibilities:

1. Ensure timely booking of venues and refreshments.
2. Follow up on invitations, participants' attendance, certificate of completion, etc.
3. Ensure timely provision of all training material, printing, and supplies.
4. Ensure timely logistics support for the training as needed.

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