Lebanon: Senior Administration Officer-German Red Cross Read More -National Staff Only

Job purpose

Under the overall management of the GRC Head of Office MENA, the Senior Administration Officer, is responsible for the overall delivery of administrative support to the GRC offices and programs in the MENA region, including the Regional Office for MENA in Beirut. S/he will ensure compliance with established policies and procedures and the proper use of GRC resources. S/he will manage cost-effective general services that enhance productivity including transportation, accommodation, translation & interpretation, archiving and filing, travel, conferencing, and other ancillary services. This includes the provision of outsourced functions when relevant (cleaning, catering, printing etc.). S/he will be supervising the work of the Admin Assistant based in Beirut and technically support and guide administration colleagues in other GRC offices in the region (oPt, Iraq and Yemen) in fulfilling their tasks where needed ensuring the alignment of the respective office procedures.

Job duties and responsibilities

Welcome Services

• Supervise the preparation of visa and residency requests and liaise with IFRC to follow-up on the applications for Delegates based in Lebanon, their dependents and other GRC staff members and visitors as per IFRC requirements;
• Supervise efficient and effective organization of professional travel arrangements for Delegates based in the MENA region, incl. flight bookings, accommodation, visa, insurances, etc.;
• Ensure that new Delegates based in Lebanon, their dependents as well as other GRC staff members and visitors receive the “GRC Welcome Package” incl. relevant security documents;
• In close coordination with the GRC Security Focal Point for Lebanon, follow up on and manage the established archive for signed acknowledgement forms and waivers and ensure that they register on security briefings and training is up to date;
• In close coordination with the GRC Security Focal Point for Lebanon ensure the bi-monthly update of the GRC headcount to be submitted to the IFRC Security Officer;
• Ensure that Delegates based in Lebanon, as well as other GRC staff members and visitors, receive a functional means of communication (mobile smartphone) and up-to-date contact list;
• Supervise the management of currently 8 apartments for GRC delegates based in Beirut incl. the arrangement of the housing, equipment, inventory, lease contract etc. according to established standards and procedures;

General Office Management and Administration

• Ensure proper management and follow up on contracts and services for the office in Beirut and delegates’ apartments; validate and reconcile related invoices and purchase orders and submit payment requests accordingly;
• Ensure proper functioning, equipment and maintenance of the office;
• Manage all outsourced administrative services and maintain good relationships with all stakeholders;
• Supervise the inventory for stationery and other office consumables,
• Ensure that a proper filing system (both for hard copies and digital files) is in place according to GRC standards;
• Ensure that the GRC Office in Beirut carries out at least once a year a physical stock take and check all fixed asset movements and disposals in coordination with the finance and logistics team in order to reconcile and update the record. Support other GRC offices in this task as required;
• Provide admin support as needed for training and workshops;
• Ensure proper briefing/induction on administrative policies and procedures for new GRC staff in the Beirut Office (national and international);
• Provide/coordinate training on administration management and GRC standards and procedures for local staff in the GRC offices in the MENA region as requested/required;
• In close coordination with the GRC HoO MENA and respective departments of IFRC, be the main focal point and facilitator for all questions related to the services provided by IFRC Regional Office for MENA within the Integration Agreement signed between the two parties, incl. verification and validation of monthly IFRC invoices and the monthly cash forecast in close coordination with the GRC NHQ and the finance team based in Beirut.
• Anticipate needs, and be proactive in setting up and developing adequate mechanism and procedures, and identifying new systems and ways to improve the overall effectiveness and ensure the smooth functioning of the administration;
• Support, if and where requested, National Society capacity building and development initiatives in matters of expertise (i.e. administration, records keeping and filing).

• Any other duties that may be assigned by the GRC Head of MENA Office.

  Human Resources

• Ensure efficient and adequate management of all HR files.

• Support the Head of MENA Office and/or respective line manager in ensuring that job descriptions are appropriate and relevant;

• In close coordination with IFRC, support the HoO MENA and/or respective line manager in recruitment processes (preparation of staff requisitions, support in the analysis of application files etc.);

• Support the HoO MENA and/or respective line manager in following up with IFRC on fulfilment of all legal obligations related to HR;

• Support HR-related processes between IFRC, HoO MENA and/or respective line manager as required.

  Experience Required

  5-7 years of relevant professional experience in administration

  Experience in Transactional HR Tasks

  Experience of working for a Humanitarian Organization

  Experience in dealing with service providers and hotels

  Experience in travel arrangements

  Experience in working in a complex environment

  Knowledge and Skills

  Excellent command of Microsoft Office package (Word, Excel, powerpoint)

  Planning and Multi-tasking skills

  Good written and verbal communications skills

  Ability to work under pressure and to deadlines

  Ability to work well in a multicultural team

For those who are interested in the above-mentioned position, kindly submit your CV with the cover letter to the HR personnel: hr.mena@ifrc.org

Make sure to put the title of the vacancy you are applying to as the subject of your email, otherwise, your application will NOT be considered.

Only shortlisted candidates will be contacted within 2 weeks after the ad is closed.