Field Office Administrator

Organisation Background:

Founded in 2011, the International NGO Safety Organisation (INSO) is an international non-governmental organisation that supports humanitarian aid workers by establishing safety coordination platforms in insecure contexts. INSO provides registered NGOs with a range of free services, including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations and training. 

INSO provides daily support to more than 1000 NGOs operating in 16 of the world’s most insecure countries.

INSO is registered in the Netherlands with its headquarters based in The Hague, the international city of peace and justice.

INSO’s Safeguarding Policy

INSO is fully committed to safe recruitment, selection and vetting of all potential new staff, trustees and volunteers and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process.

INSO Syria is now seeking an experienced professional to join our team as Field Office Administrator.

The post will be based in Beirut, Lebanon.

Job Summary:

The purpose of this position is to manage the administrative task of INSO Syria – Beirut Office under the direction of the INSO Syria Safety Advisor – Syria South.

The Field Office Admin will provide support to International Staff with their operational activities, as required. The role will require the FOA to manage the general administration of the sub-office in Beirut in term of (i) procurement: storekeeping, asset management, facility maintenance – (ii) administration and human resources: Recruitment, payroll management, tax payment and local registration – (iii) finance: cash management, bookkeeping, reporting. He/she is the direct supervisor of the support staff: cleaner and driver

Major Responsibilities:

1. Prepare the Beirut Office vouchers, bank and cash book, (supporting documents, translation…) and copy the vouchers before submitting the originals to the accountant for posting in Accounting System.
2. Prepare an estimate of the monthly cash requirement for the sub-office and submit the cash forecast sheet to Finance Manager.
3. Organize the procurement (quotations, tender) of all the goods and services.
4. Supervision of office supplies
5. Organize flight bookings for all staff and goods, and ensure all staff and goods have proper documentation before travelling
6. Ensure staff travelling are briefed regarding travel arrangements
7. Ensure INSO staff, guests and materials are transported to their destination safely and on time.
8. Track all INSO travel logistics issues related to visas, flight bookings
9. Ensure offices premises are in good shape and properly maintained (plumber, electricity, minor works)
10. Ensure Security services are properly delivered
11. Ensure all bills are acquired and presented for payment on time
12. Maintain and update the inventory list as per INSO requirements and submit monthly reports.
13. Ensure all assets are tagged and keep record of movement of assets.
14. Ensure that all assets are keep in good shape and follow up with their maintenance schedule.
15. Ensure all IT equipment is functional and properly serviced.
16. Ensure the proper and efficient operation and maintenance of all communication systems (internet, intranet, phone, fax, etc).
17. Maintain and update the personnel files. Make sure that all staff have updated contracts, job descriptions and appraisals.
18. Record all staff leaves and absenteeism.
19. Ensure all staff have staff IDs where is required
20. Ensure that the staff regulations are known to all INSO Syria Beirut RO staff
21. Liaise with the health & travel insurance providers as needed
22. Facilitate staff visas, in liaison with the Operations Manager
23. Responsible for the management of the support staff (driver, cleaner) and third-party contractors under his / her responsibility (IT Technician and other contractors), according to INSO rules, procedures and staff regulations.
24. The position and duties of this post require a great degree of flexibility and adaptation. Hence, within reasonable limits, the Administration Officer might be required to carry out tasks that may not be explicitly detailed in this job description but are aligned with INSO principles and mandate.

Mandatory Requirements:

• Fluency in English to an impeccably high standard (written and spoken).
• Graduate level education or equivalent work experience.
• Minimum 2 years of NGO Experience, preferably INGO
• Strong computer skills in MS Office programs, particularly Excel
• Accuracy in the processing of cash transactions, mathematical aptitude and attention to detail
• Ability to adapt to multi-cultural and diverse social backgrounds.
• Understanding and commitment to the humanitarian principles of independence, impartiality and neutrality.

How to apply

Please submit completed applications to [email protected] and reference Field Office Administrator – INSO in the subject line no later than 27 June 2022.   Applications should be in English and include:

• An updated CV (maximum 3 pages).
• A one-page cover letter detailing why you are interested in working for INSO and how your qualifications align specifically with the competencies required for the role.

Please do not send any additional information.  Only short-listed candidates will be contacted.