IRC recrute un Agent administratif – Beyrouth, Beirut, Liban























































































Requête nº: req12090


Intitulé de poste: Administrative Officer – Beirut


Secteur d’activité: Administration du programme


Type de contrat: Régulier


Taux d’occupation: Plein temps


Ouvert aux expatriés: Non




Lieu de travail: Beirut, Lebanon


Descriptif du poste


 


Reporting to the Integrated ECD Coordinator, the Administrative Officer will be responsible for all the administrative management of the ECD program.


 


Major Responsibilities:


 


ECD program administrative support


    

  • Provide direct administrative support to ECD team including copying, dissemination of documents, preparation of expense reports, etc. 
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  • Produce reports, collect information, compile data, and organize files as requested by the IECD Coordinator.
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  • Organize incoming documents to the ECD team members – checking file completion and prioritizing appropriately in order to follow up with the appropriate staff.
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  • Book travel arrangements (flights, accommodations, and transportation) as requested by the IECD Coordinator.
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Schedule and meeting management


    

  • Maintain detailed schedule management for IECD Coordinator and ECD team, including local and international travel.
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  • Coordinate with relevant regional and HQ ECD staff to schedule all necessary calls/meetings with IRC ECD technical unit, Regional Project Director Sesame Seeds, and Sesame Workshop staff.
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  • Coordinate and organize on boarding meetings for new joiners
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  • Attend meetings as requested to take notes, produce minutes, and follow up on actions as needed.
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  • Maintain and circulate organized meeting notes.
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Visitor Management and Event Coordination


    

  • Manage and maintain detailed visit schedules for all incoming visitors.
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  • Maintain detailed visitor tracking log for all program sites.
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  • Liaise with security and relevant units for visitor logistics.
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  • In coordination with the ECD team and relevant colleagues ensure that all visits have needed documents and briefing notes.
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  • Whenever applicable, ensure high-level visits follow appropriate protocol.
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Focal point with Shared Services Unit, Finance, and Supply Chain


In coordination with Shared Services Unit:


    

  • Ensure office equipment is stocked with required supplies (toner, paper etc.) for IRC and Sesame workshop team   
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  • Organize ECD team members’ staff and/or external meetings, local and abroad conferences, and workshops, including venue logistics, travel, and transportation  Coordinate international staff benefits (e.g., housing, security)
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In coordination with Finance and Supply Chain:


    

  • Organize ECD team members’ field visits
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  • Coordinate fleet needs and capacity
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  • Responsible for payments tracking and communication, including updating the tracking sheet and informing suppliers about transfers and checks readiness for collection
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  • Responsible for raising Purchase Requests, and tracking their progress until delivery
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  • Track and verify status of spending according to budget lines and timeframe
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  • Development of the procurement plan
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  • Development of the spending plan
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  • Provide support on budget management needs as necessary
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  • Provide support on financial management needs as necessary
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Other


    

  • Support IECD Coordinator to maintain project management tools, systems, and document storage.
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  • Other tasks as assigned by the IECD Coordinator.
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Key Working Relationships:


    

  • Position Reports to:  Integrated ECD Coordinator.
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  • Position supervises: N/A
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Other Internal and/or external contacts:


    

  • Internal: Finance, Supply Chain, Logistics, and Administrative staff; regional, in-country, and HQ ECD staff.
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  • External: Sesame Workshop regionally based staff, all visitors
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Profil


 


    

  • Bachelor degree in Business Administration, Business Management, or any related relevant field.
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  • Minimum 2 years of professional experience in office administration or office management.
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  • Self-motivated, honest, highly responsible, and punctual.
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  • Ability to improvise and be flexible when needed.
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  • Ability to work and meet deadlines under pressure.
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  • Excellent organizational skills, flexibility, integrity, and ability to multi-task in fast-paced working environment while maintaining attention to detail.
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  • Works well in and promotes teamwork, comfortable in a multi-cultural environment.
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  • Excellent interpersonal and communication skills, both verbally and in writing.
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  • Fluency in English and Arabic, oral and written.
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  • Demonstrated proficiency in Microsoft Office Word, Excel, PowerPoint, 365, and Outlook.
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  • Demonstrated proficiency in supply chain (including procurement and logistics) procedures.
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  • Demonstrated proficiency in working with budgets and using a budget software.
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Preferred:


    

  • Master degree in Business Administration, Business Management, or any related relevant field.
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  • Experience within INGO or multi-national firm.
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  • Experience with organizational software.
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Working Environment:


    

  • Standard office work environment.
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  • Position is based in Beirut, Lebanon.
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WOMEN OF ALL BACKGROUNDS ARE STRONGLY ENCOURAGED TO APPLY






















 


 


 


 


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