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Admin Assistant

Beirut

  • Organization: DRC - Danish Refugee Council
  • Location: Beirut
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

DRC has been responding to various humanitarian crises in Lebanon since 2004, working with Palestinian, Iraqi and Syrian refugees. DRC received registration from the Ministry of Interior in 2011, and since then has focused primarily on responding to the Syrian refugee crisis in Lebanon and the resulting impact on Lebanese host community. DRC Lebanon’s focus is to ensure that we are able to respond to critical emerging humanitarian needs whilst improve the living conditions of displacement-affected populations and contribute to the achievement of durable solutions.   With an annual portfolio of $12million, and with approximately 200+ staff,  DRC is focusing its response in protection and economic recovery (Ec-Rec) sector in Bekka, North Lebanon and Beirut. DRC is also contributing to the evidence base and coordination structures in country through our Evidence Generation and referral information management (RIMs) teams.

About the job

This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the implementation of the country administrative tasks which are translated into action plans and day-to-day operations. The role provides support and/or technical guidance to country operations while overseeing country administrative activities.

Main duties and responsibilities:

Administrative Tasks 

  • Monitoring and maintaining office equipment and inventory supplies; orders replacement supplies as needed 
  • Manage all contract arrangements with lessors and ensuring that contractual obligations are adhered to. 
  • Lease new offices and houses by selecting suitable location and prepare contracts with close collaboration with security focal points.  
  • Ensuring that stationery and other office materials are stocked and made efficient use of and where/when required, ensure GHs materials are maintained. 
  • Close collaboration with the telecommunication companies’ representatives for any clarifications regarding the phone contracts and bills, number transfers in new sim cards and PUK code requests. 
  • Monthly checking of the mobile phone bills for any excess in the standard cost and sending informative emails to the respective employees. 
  • Prepare ID cards for all staff members. 
  • Prepare payment requests and follow up on invoices for the legal services and communication services. 

Information Management  

  • Receives and sends official correspondence and maintain record for it. 
  • Preparing correspondence, documentation, or presentation materials, this includes updating staff directory 
  • Performs administrative and archiving tasks according to DRC guidelines. 
  • Maintain printed archive of important communications and contracts. 

Travel administration 

  • Responsible for liaising with the lawyer to submit timely visit visa, work visa, work permit, residency permit. 
  • Arrange travel and accommodations for visitors and staff as and when required 
  • Schedule meetings and conference room with all requirements (venues – refreshments – stationery and equipment). 
  • Prepare payment and follow up on invoices for trainings venues. 

Maintanance Tasks 

  • Ensure that all office systems and equipment (power, water, telephone, photocopier, fax, etc.) are in good working order, working closely with Supply Chain to ensure that requests are raised for repairs/maintenance and payment requests are made on timely basis 
  • keep track of keys, IDs and other administrative equipment distributed to staff, records should be established and signed by each staff member 
  • Manage all contract arrangements with lessors and ensuring that contractual obligations are adhered to and payments are tracked and made on timely basis 
  • Day to day supervision of the office cleaners. 
  • Prepare weekly maintenance schedules and allocate work as per forecasted workloads. 
  • Oversee all repairs and ensure that work is completed on time. 
  • Maintain trackers of all supplies, and ensure proper storage  
  • Perform other administrative tasks within the Admin scope of activities, as instructed by management. 
  • Deal with all administrative aspects of general office and housing, including necessary repairs & maintenance are complete in a timely manner, in coordination with the SC Dep. 
  • Monitor equipment inventory and place orders when necessary 
  • Monitor expenses and control the budget for maintenance 

About you

To be successful in this role we expect you to have a University degree in a relevant subject; preferably business administration or similar. . Moreover, we also expect the following:  

  • At least one year of professional experience in a similar position, relevant NGO experience is a preferable. 
  • Knowledge of travel procedures and premise management 
  • Good computer skills (MS Word and MS Excel) 
  • Able to work under pressure and flexibly within a team 
  • Excellent organizational and problem-solving skills; with attention to detail  
  • Excellent interpersonal, negotiation and communication skills
  • English – Full professional proficiency in speaking, reading and writing. 

In this position, you are expected to demonstrate DRC’ five core competencies:   

  • Striving for excellence: You focus on reaching results while ensuring an efficient process.   
  • Collaborating: You involve relevant parties and encourage feedback.   
  • Taking the lead: You take ownership and initiative while aiming for innovation.   
  • Communicating: You listen and speak effectively and honestly.   
  • Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. 

We offer 

Contract length: Until end of December 2022 renewable based on performance and availability of funds 

Band/Level: I

Duty Station: Beirut

Start date: March 2022 

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to drc.ngo under Vacancies. For questions regarding the vacancy please contact sama.kanaan@drc.ngo 

Application process 

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered. 

Closing date for applications: 01 February 2022 

For further information about the Danish Refugee Council, please consult our website drc.ngo

This vacancy is now closed.
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