Admin Assistant - Beirut

Major Responsibilities:

• Strong team work skills, good attitude, and a solutions based mind set – mandatory;
• Participate in Program design meetings in order to best support the CP program to plan, and schedule procurement, recruitment and administrative needs for the project (based on IRC needs);
• Consistent follow up with tasks to ensure delays or bottlenecks in administration do not delay implementation or recruitment- this includes proactively prompting of various departments to identify issues/challenges.
• Send monthly reminders to Managers and Deputies asking for updates on program needs to ensure updated procurement, recruitment and spending plans are shared by programs;
• Review procurement plans set by Program managers to ensure procurement for the program is on track and updated based on need, including collecting and supporting with price lists of services and items and update the CP Purchase Request Tracker, submitting procurement requests, preparing note to files and obtaining relevant authorization for documentation;
• Office & Centre maintenance: Maintain abreast of office supply needs, place and expedite orders for supplies; verify the receipt of supplies in consultation with the Supply Chain Department
• Prompt coordination with the Managers and relevant staff on recruitment and procurement based on spending & procurement plans;
• Ensure emergency advances and petty cash is at hand for ad hoc emergency requests for different projects.
• Request, process and liquidate advances and payment requests in a timely manner ensuring all documentation is well filed and activities run with required materials in a timely manner;
• Procuring the needs and requirements of the Program that are not assets and below the PR threshold
• Support translation requests for program documents into Arabic and English and vice versa when needed;
• Support in inputting data and Q & A for pre and posttests when needed- this includes inputting information into an excel file and saving relevant files;
• Assume the responsibility as the main focal point of the program for highlighting maintenance needs for the programs to the administrative department;
• Support, visit and assist with the management of the CP program sub-grantees as required
• Maintain an immaculate filing system with all procurement/authorization documentation for program implementation. Maintain an organized and updated files of internal documents submitted for HR, Supply Chain and CP programs;
• Maintain good communication and coordination with finance, supply chain and program teams in Beirut and in the field to complete administrative processes;
• Support in the execution of workshops, trainings and events tasks of which may include booking of venues, preparation of materials for training, liaising with translators, facilitating travel of staff within programs, draft agendas, minute taking, attendance sheets, and other relevant documentation.
• Type correspondence, reports and other documents, requested by the CP staff in English and Arabic;
• Liaise on a monthly basis with field officer to ensure that documentation for the logistic aspect of programming is submitted in a timely manner. Coordinate with field teams to prepare the movement plan of staff and submit to operations colleagues for weekly movement planning;
• Review the CP Purchase Request Tracker on a weekly basis to ensure purchase requests are processed;
• Prepare payments of daily workers and other volunteer staff within the CP program in a timely manner;
• Ensure all administrative tasks are compliant with IRC administrative standards, operating procedure and national laws and regulations;
• Assist the Child Protection Team in all aforementioned tasks

Other:

• Other duties as assigned by the supervisor to enable and develop the CP Program and the professional growth of the admin assistant;
• The position is based in Beirut with 30% travel to the field, with the exception of an emergency which may require deployment;

Key Working Relationships:

Position Reports to:CP Coordinator
Position directly supervises:n/a

Indirect Reporting: CP Managers
Other Internal and/or external contacts:

Internal: SC, HR, Finance, CP staff

External:  Suppliers, NGO’s, service providers

Working Environment: The position is based in Beirut with a great team. There is an estimated 30% of travel to the field which includes Akkar, Tripoli, South, Nabatiyeh, Mount Lebanon and the Bekaa.