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Administrative Assistant

Requires a Cover Letter?: 
yes
Application Submissions Guideline: 

Does this description fit you?

Please send us your CV and Cover letter in English mentioning the position in the subject line. CV only will not be considered. 

NB:  The vacancy may close before the deadline. Thank you for your comprehension 

Contact Person Name: 
HR Department
Contact Person Position: 
HR Manager
Contact Person Email: 
[email protected]
Description: 
  1. Administrative
  • Answer and direct external parties to the appropriate internal resource, whether by telephone, in-person, or email.
  • Organize files and keep records related to the office; this may be your department’s record-keeping or specific records related to the office, such as vendor information.
  • Insure all data is properly archived according to GNFF filing system.
  • Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
  • Book conference calls, rooms, taxis, couriers, hotels, etc. 
  • Record minutes of meetings and distribute them when needed.
  • They will need to book flights, accommodation, and other travel requirements.
  • Compile data, statistics, and other information for reports to your management team.
  • Draft letters or emails, reports, spreadsheets, and other documents. These may be specifically related to the office, or you may be assisting an executive with their work.
  • Support programs with project documentations.
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • Implement clerical duties and administrative processes.
  • Protects operations by keeping information confidential.
  • Secures information by completing database backups.
  • Manage GNFF databases received through corporate contacts / online subscriptions / program activities.
  • Perform other administrative or office duties as required or as assigned.
  1. Procurement
  •  Review and assess all procurement requests for the organization to ensure guidelines.
  • Assess existing contracts, update and renegotiate or reach out to new service providers
  • Keep a running database of suppliers
  • Issue PR’s , PO’s and  quotation analysis by selecting the best offer
  • Responsible for handling procurement of all relevant purchases based on GNFF procurement manual and process
  • Organize and archive all documents
  • Execution of work after Management approval

Georges N. Frem Foundation

Last modified: 
09 May, 2022
Intervention Sector(s):
Agriculture, Education, Human Rights & Protection, Training & Capacity Building
Application Deadline:
Monday, 23 May 2022
Contract Type:
Full Time
Period of Employment:
Permanent Contract
Salary
N/A
Salary Range:
< 800 (USD)
Education Degree:
Bachelor Degree
Education Degree Details:
A. Academic Qualifications • Bachelor degree in business administration or equivalent B. Professional Background • Minimum of 2 years’ experience in the same field • NGO experience is preferable • Knowledgeable in the procurement process • Knowledge of office management systems and procedures C. Skills and Capacities • Excellent written and verbal communication skills • Proficient in MS Office • Excellent time management skills and ability to multi-task and prioritize work • Attention to detail and problem solving skills • Strong organizational and planning skills
Experience Requirements:
2 to 3 years
Arabic Language:
Fluent
English Language:
Very Good
French Language:
Good
Country/City: 
  • Lebanon
  • Mount Lebanon
  • Keserwan
  • Jounieh