Administration Officer

Job Summary                    
The purpose of the role is to provide accurate and timely administrative support to the programme and operations teams and to ensure that administrative tasks concerning the team are managed appropriately. The role will encompass a range of tasks that will require skills in prioritising and managing competing demands from a variety of clients.  A client centred approach is essential to being able to perform this role.  It is possible that the post-holder will be privy to private and sensitive information and will need to be able to maintain confidentiality. 
 
Duties and Responsibilities
 
1. Maintain, and be able to account for, stationary and office supplies
a)      Ensure that stationary is available as per the requirement of the teams
b)      Efficiently order, log and distribute stationary and office supplies based on projected usage and needs
c)       Maintain records of stationary and office supplies purchases and usage
d)      Provide SIM cards or reimbursement of phone costs as per Concern policy
 
2.  Maintain equipment in Concern office and staff houses (if required) and ensure they are functional meeting health and safety standards
a)      Ensure all office equipment are maintained and repaired in a timely manner
b)      Purchase office equipment as per procurement procedures as required
c)       Make arrangement for annual renewal of asset/inventory service agreement before expiry
d)      Undertake quarterly/annual verification of asset/inventory stocks
e)      Maintain register of key issuance for office and any staff houses
 
3.  File and documentation management
a)      Maintain an electronic and hard copy office filing system for all non-programme files
b)      Assist authorised officers to locate filed documents as required
 
4.  Maintain a register of Assets and Inventory.
a)      Track and control the movement of equipment between sites and temporary off-site work.
b)      Maintain Fixed Assets Register and Inventory List and issue unique numbers to asset and inventory as and when required
c)       Quarterly reconcile Fixed Assets Register and Inventory List with Finance Officer
 
5.  Event management and hospitality
a)      Arrange meetings and workshops as requested based on meeting organisers needs
b)      Ensure refreshments are available for office visitors and guests
c)       Arrange accommodation, transport, scheduling etc for official visitors to Concern
 
6.  Responsible for travel arrangements and timely renewal of visas for international staff and permission requests for travel to restricted areas
a)      Develop a cordial relationship with central government officials by regularly meeting them specially Ministry of Social Affairs and other relevant government ministries for visas and government reports with support of manager
b)      Process all visa’s and ensure that visas are renewed before the expiry
c)       Process travel permissions as required
d)      Liaise with Concern Dublin in relation to the arrival of International Staff including sending on the arrival details and welcome back to all new staff.
 
7. HR Administration
a)      Support the HR Officer with advertising vacant positions and setting up interviews .
b)      Assist the HR Officer  to regularly review systems as part of quality improvement processes
c)       Assist the HR Officer to prepare and review budgets
d)      Assist the HR Officer to roll-out and inform staff of changes to administrative procedures/policies
e)      Maintain holiday, leave and travel calendar of for all employees.
 
8.     Prepare payment requests for finance department with all the necessary documents for purchases made for administration expenses  
9.     Dealing with general enquires both over the telephone and through email
10.   Assist with formatting and editing of reports and proposals when requested.
11.   Organisation of out- going couriers and distribution of incoming couriers.
12.  To adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct.
13. To support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment.
14. To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6).
15. Undertake other appropriate tasks that support the work of Concern in Lebanon as requested
 
 
Skills, Qualifications, Experience and Attitude Required

Recognised tertiary qualifications in administration or related discipline
At least three years’ experience in administration field
Excellent organisational skills with the ability to work on own initiative and proactively provide support
Excellent computer skills in a MS Office and good command of email
Knowledge of setting up office systems and procedures
Ability to work calmly and efficiently under pressure to meet tight deadlines
Excellent oral and written communication skills in Arabic and English.
Client centred approach to work
Demonstrated ability to interact with other people effectively and diplomatically
Commitment to maintaining confidentiality
Ability to work within deadlines, prioritizing competing demands and under pressure
Ability to negotiate and assist in the resolution of disputes/conflict
Attention to detail
Previous experience working with humanitarian organisations is desirable
Willing to work in the field as per need of the project activities including occasional overnight stays away from home base
Non-judgmental attitude and respect for Concern’s beneficiaries, other staff and people that Concern deals with
Commitment to humanitarian principles and values
Commitment to Concern equal opportunity and gender practices

 
 
Concern Staff Code of Conduct and Programme Participant Protection Policy (P4)
 
Concern Worldwide has a staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern Staff, consultants, visitors to the programme and partner organizations; and the standards of behaviour expected from them. In this context staff have the responsibility to the organization to strive for, and maintain, the highest standard in day to day conduct in their work place in accordance with Concern’s core values and mission.
 
Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contract employment.
 
Any breach of Concern Staff Code of Conduct or the Programme Participant Protection Policy by employees of Concern Worldwide during the course of their employment will result in disciplinary action up to, and including dismissal.
 
 
Counter Terrorism Policy
Concern receives a substantial amount of funding from external donors each year.  Increasingly donors are introducing requirements whereby future funding is conditional on Concern ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List). 
 
‘Any offer of employment (either paid or voluntary) with Concern Worldwide will not be made pending a clearance check being conducted on the applicant.  For additional information please consult our web site or contact the Human Resource Division in our Head Office.
By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists.’