Administrative Assistant

Project’s Overview:

Under the framework of our new project, which aims to enhance socio-economic growth and uplift local communities in Lebanon, we're on the lookout for individuals passionate about making a meaningful impact and ready to contribute to something significant.
This opportunity offers the chance to be part of a team that values efficiency, collaboration, and excellence. If you're driven, committed, and eager to be part of a transformative journey, we encourage you to join us as we embark on this exciting new venture.

Position Details:

Job Title: Administrative Assistant

Key Responsibilities:

As an Administrative Assistant, you will play a pivotal role in underpinning the operational efficiency of our team by performing a wide range of secretarial
and administrative duties. Your day-to-day tasks will encompass:

1. Answering Phones, Emails, and Online Inquiries: You will take charge of reviewing, reporting, and responding to incoming inquiries from various communication channels, including phone calls, emails, website comments, and social media inquiries from official organization accounts.
2. Scheduling Appointments and Events: You will manage the scheduling of an array of meetings and events such as partner meetings, team meetings, employee interviews, conferences, travel arrangements, and organization’s events, primarily utilizing office software and online tools.
3. Data Organization: You will be responsible for the accurate entry of numeric data into Excel files, Google forms or timesheets, updating various databases, transcribing voice notes, documenting meeting minutes, and preparing briefs for projects/tasks, all while emphasizing accuracy and proficient keyboarding skills.
4. Organizing/Updating/Archiving Files: Your duties include setting up the organization’s files, ensuring that current files are regularly updated, securing confidential information, and maintaining an efficient filing and archiving system to facilitate the easy retrieval of files, both in print and digital formats.
5. Assisting in Team Members' Task Management: You will assist in managing team members' tasks, ensuring a streamlined workflow. This includes helping managers schedule events and following up on tasks to ensure they are completed in a timely and efficient manner.
6. Assessing and Managing Office Needs: Your role involves assessing the office's requirements in terms of supplies, water, stationery, and cleaning products. You will be responsible for closely monitoring inventory levels and coordinating with vendors to ensure timely procurement.
7. Preparing Documents and Reports: You will be involved in creating inter-office memos, editing and formatting reports, developing presentations, organizing and collating documents, drafting emails and letters, and ensuring the smooth operation of standard office equipment such as printers, scanners, and projectors.
8. Managing Office Services: You will oversee the office's cleanliness by liaising with various suppliers, office cleaning staff, and maintenance personnel. Your role includes coordinating cleaning schedules, ensuring cleaning supplies are well-stocked, and maintaining open communication with service providers to ensure the office remains a clean, well-operational and welcoming environment for all staff and visitors.
9. Overseeing Office Assets and Inventory: You will take charge of the inventory management of office assets such as stationery, ICT equipment, paper, printing supplies, and all related operational stationary and supplies. Your responsibilities include tracking the usage, ensuring ample supply, managing stock levels, and
   coordinating the replenishment of these essential items to support the smooth running of office operations.
10. Handling Reception: Your role encompasses welcoming visitors, guiding individuals to the appropriate offices or meeting rooms, managing the receipt and distribution of deliveries, and upholding a professional, welcoming demeanor at all times.

Qualifications:

• Bachelor's degree in Social Science or a related field.
• A minimum of 2 years of experience in a similar administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Fluency in Arabic and English; proficiency in French is a plus.
• Experience in operating project management software.
• Strong organizational skills with the ability to multitask.
• Excellent communication skills, both written and verbal.
• Proven problem-solving abilities and effective time management skills.
• Enthusiastic, team-oriented, and eager to learn.

Work Conditions:

• Part-time position with the option to choose between the following shifts:
  • Monday to Friday, 7:30 AM to 2:00 PM
  • Monday to Friday, 12:30 PM to 7:00 PM
• Office location: Sin El Fil

Compensation and Benefits:

• Monthly salary starting $400, inclusive of transportation.

Application Process:

Interested candidates are invited to submit their resume and a cover letter. The application deadline is 14 April 2024. Shortlisted candidates will be invited for an interview and will undergo a written performance appraisal test as part of the selection process.