Job Title
Administrative Officer - Beirut

Requisition ID: req3204

Job Title: Administrative Officer

Sector: Education

Employment Category: Fixed Term

Employment Type: Full-Time

Location: Beirut, Lebanon

Job Description

ECD program administrative support

  • Provide direct administrative support to ECD team including copying, dissemination of documents, preparation of expense reports, etc.
  • Produce reports, collect information, compile data, and organize files as requested by the IECD Coordinator.
  • Organize incoming documents to the ECD team members – checking file completion and prioritizing appropriately in order to follow up with the appropriate staff.
  • Book travel arrangements (flights, accommodations, and transportation) as requested by the IECD Coordinator.

Schedule and meeting management

  • Maintain detailed schedule management for IECD Coordinator and ECD team, including local and international travel.
  • Coordinate with relevant regional and HQ ECD staff to schedule all necessary calls/meetings with IRC ECD technical unit, Regional Project Director Sesame Seeds, and Sesame Workshop staff.
  • Attend meetings as requested to take notes, produce minutes, and follow up on actions as needed.
  • Maintain and circulate organized meeting notes.

Visitor Management and Event Coordination

  • Manage and maintain detailed visit schedules for all incoming visitors.
  • Maintain detailed visitor tracking log for all program sites.
  • Liaise with security and relevant units for visitor logistics.
  • In coordination with the ECD team and relevant colleagues ensure that all visits have needed documents and briefing notes.
  • Whenever applicable, ensure high-level visits follow appropriate protocol.

Focal point with Shared Services Unit, Finance, and Supply Chain

  • In coordination with Shared Services Unit:
  • Ensure office equipment is stocked with required supplies (toner, paper etc.) for IRC and Sesame workshop team
  • Organize ECD team members’ staff and/or external meetings, local and abroad conferences, and workshops, including venue logistics, travel, and transportation  Coordinate international staff benefits (e.g., housing, security)
  • In coordination with Finance and Supply Chain:

Other

  • Support IECD Coordinator to maintain project management tools, systems, and document storage.
  • Other tasks as assigned by the IECD Coordinator.

Key Working Relationships:

  •  Position Reports to:  Integrated ECD Coordinator.
  • Position supervises: N/A

Other Internal and/or external contacts:

  • Internal: Finance, Supply Chain, Logistics, and Administrative staff; regional, in-country, and HQ ECD staff.
  • External: Sesame Workshop regionally based staff, all visitors

Qualifications

  • Bachelor degree in Business Administration, Business Management, or any related relevant field.
  • Minimum 2 years of professional experience in office administration or office management.
  • Self-motivated, honest, highly responsible, and punctual.
  • Ability to improvise and be flexible when needed.
  • Ability to work and meet deadlines under pressure.
  • Excellent organizational skills, flexibility, integrity, and ability to multi-task in fast-paced working environment while maintaining attention to detail.
  • Works well in and promotes teamwork, comfortable in a multi-cultural environment.
  • Excellent interpersonal and communication skills, both verbally and in writing.
  • Fluency in English and Arabic, oral and written.
  • Demonstrated proficiency in Microsoft Office Word, Excel, PowerPoint, 365, and Outlook.
  • Demonstrated proficiency in supply chain (including procurement and logistics) procedures.
  • Demonstrated proficiency in working with budgets and using a budget software.

Preferred:

  • Master degree in Business Administration, Business Management, or any related relevant field.
  • Experience within INGO or multi-national firm.
  • Experience with organizational software 

Working Environment:

  • Standard office work environment.
  • Position is based in Beirut, Lebanon.

 

International Rescue Committee is a 501(c)(3) not-for-profit organization. Copyright © International Rescue Committee, 2018

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