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Field Admin Officer

10090-11N00070
02-May-18

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.

MAJOR RESPONSIBILITIES

% Time

Major Activities

End Results Expected

30%

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

30%

Office expenses and payments

  • Monitor the daily administrative expenses and handle the Bekaa office petty cash.

  • Follow up on the rent payments for the Bekaa office and team houses as applicable.

Bekaa office admin related payments are executed as per the set processes

20%

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

5%

Maintain the inventory of Supplies and stationary

  • Ensure availability of required stationery and maintains proper stock controls systems.

  • Ensure availability of office/kitchen supplies and maintain proper stock controls systems

Office supplies are available and usage is tracked

10%

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

5%

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.