PURPOSE OF POSITION
The purpose of the position is to organize and coordinate the Bekaa office administrative function and to develop and maintain office administrative processes. The Field Admin Officer should also manage the cleaning staff and handle the logistics of local meetings and conferences.
End Results Expected
Support and coordinate the Bekaa administrative related tasks
Locate and facilitate the rental of appropriate Team Houses as required
Maintain & Monitor necessary utility files, and lease agreements in coordination with the Admin Manager
Facilitate housing requirements of expatriate staff coming on secondment or full time hire in close coordination with the P&C department.
Oversee the daily functioning of office and Team houses facilities including repairs and minor renovations.
Ensure office equipment and furniture are managed; ensure verification of assets, and maintaining of inventory registers.
keep updated data of all admin inventory at the area level
Coordinate all local training, workshops and events (Event Management)
Supervise the cleaning staff & Services and follow-up on their daily schedule
Handle the process of distributing incoming and outgoing mail / courier (DHL, Libanpost, etc.)
Coordinate the conference rooms schedule
Lease agreements are managed appropriately
Office and team houses are maintained in good condition and repairs are done in a timely manner
Admin inventory is accurate and up-to-date
Performance of cleaning staff is managed
Office expenses and payments
Bekaa office admin related payments are executed as per the set processes
Coordinate Visits and Events
Make hotel and transportation bookings for staff as well as for visitors, as required.
Handle all preparations for local events and meetings with regards to logistics as needed.
Attend events as needed, to support with preparations, logistics and follow up on payments.
Ensure high level of hospitality to the Bekaa Office visitors at all times including hotel reservations.
Staff and visitors are receiving the needed support
Maintain the inventory of Supplies and stationary
Office supplies are available and usage is tracked
Handle Reporting and filing
Maintain the office official correspondences and handle the office filing system.
Submits monthly, quarterly, and annual reports to the Area Manager as required.
Update the calendar of events on a regular basis
Attend Bekaa management meetings, take and distribute meeting’s minutes as required
Accompany the Area Manager to official visits and keep record of meetings as required
Office filing system is well managed
Minutes are distributed to related staff and follow-up on agreed action points is done
Perform other duties as required
Attend and participate in trainings locally as required.
Attend and participate in WVL’s spiritual nurture and other organizational events.
Responsible of own security and actively contribute to a positive security culture.
Abide by the security policies and procedures and report any incidents or breaches to line manager and / or security manager.
Perform other duties as assigned by the Line Manager
KNOWLEDGE, SKILLS AND ABILITIES
University degree in a field related to administration and secretarial support services.
Excellent written English, with good command of spoken Arabic and English.
Good interpersonal verbal communication skills
Good organizational skills; ability to manage and prioritize tasks.
Knowledge of office systems, including experience with computer applications (e.g. word processing, spreadsheet, database management) required
At least 3 years of experience in a similar related job.
Office-based job with local travel
Position requires willingness and ability to continue to function during a crisis situation, including during a World Vision response to a manmade or natural disaster.