Administration Assistant

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships. 

1. Role and responsibilities

The Administration Assistant is responsible for performing clerical and administrative duties and providing support to managers and employees in daily offices/premises needs in line with NRC’s procedures and standards.

Generic responsibilities

1. Ensure adherence with NRC policies, tools, handbooks and guidelines
2. Implement delegated support function portfolio according to plan of action
3. Prepare and develop status reports as required by management
4. Ensure proper filing of documents
5. Promote and share ideas for improvement of the support function
6. Ensures that NRC’s related activities are implemented within NRC’s Protection mainstreaming guidelines and reports any breaches/concerns to the line manager and/or focal point for proper action.
7. Ensure that all protection related detected cases are referred to the concerned referral focal point and to the related Protection Coordinator.

Specific responsibilities

• Coordinate and maintain records for staff office space, phones and office keys
• Follow up on lease agreements in Coordination with the Support Manager
• Create an inventory of kitchen & office supplies and initiate order and follow up accordingly
• Maintain supplies inventory by checking stock to determine inventory level; anticipate needed supplies; place and expedite orders for supplies; verify receipt of supplies
• Request and dispatch mobile sim cards (pre and post-paid) for staff
• Coordinate hotel reservation for accommodations and conferences as needed and follow up on payments and agreements
• Support in organizing workshops internally and externally by liaising with different departments
• Follow up on visibility orders for the office, distribution and dispatch
• Prepare daily contracts related to administration work and needs
• Issue Purchase requisitions and orders for all admin related needs including, kitchen supplies, office needs etc.
• Prepare Payment vouchers and follow up with Finance department on payments
• Follow up on maintenance and repairs of offices, apartments and centers rented by NRC

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• NRC North Office Staff
• Support Staff in Field Offices
• Beirut Administration Focal Points
• External Suppliers

1. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

Professional competencies

• Bachelor degree in Business Administration or equivalent
• 1 to 2 years’ experience from working in the administration field
• Previous experience from working in complex and volatile contexts
• Fluent in English & Arabic both written and spoken
• Proficiency in MS Office applications (word, excel, outlook, and powerpoint)

Behavioral competencies

• Planning and delivering results
• Handling insecure environments
• Working with people
• Coping with change
• Communicating with impact and respect