Administrative Officer

Major Responsibilities:

ECD program administrative support

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

Schedule and meeting management

• Maintain detailed schedule management for IECD Coordinator and ECD team, including local and international travel.
• 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.
• Attend meetings as requested to take notes, produce minutes, and follow up on actions as needed.
• Maintain and circulate organized meeting notes.

Visitor Management and Event Coordination

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

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   
  • 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)

In coordination with Finance and Supply Chain:

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

Other

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

Key Working Relationships:

• Position Reports to:  Integrated ECD Coordinator.
• Position supervises: N/A

Other Internal and/or external contacts:

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

Requirements:

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

Preferred:

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

Working Environment:

• Standard office work environment.
• Position is based in Beirut, Lebanon.