Executive Admin Officer

Background/IRC Summary:  The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.
Job Overview/Summary: Working under the supervision of the Administration Department Manager based in Beirut the Executive Admin Assistant is responsible for supporting the delivery of efficient and effective administrative support to the Senior Management Team & the Administration Department in Beirut.
Major Responsibilities:
Senior Management Team Support Responsibilities:

Management of Incoming and outgoing mail boxes for the  Senior Management Team; Country Director/ Deputy Director of Programs, Deputy Director of Operations, Finance Controller and HR lead the task includes receiving hard copies mail from various senders, distribution and return to each concerned original sender’s mail box whilst maintaining respective documentation tracking sheet
Organize Incoming documents to the Senior Management team members (inbox) – checking files completion whilst assigning urgency in order to follow up with the concerned Director accordingly.
Provide direct administrative support to CD/DDP, DDO, Finance Controller and HR Lead including copying, dissemination of documents, preparation of expense reports etc. 
Assist Senior Management Team members in organizing staff and/or external meetings/conferences; in coordination with Admin Officer in Charge.
Produce Reports / Collect information, compile Data and organize files as requested by the Senior Management Team
Booking Flights/ Accommodation and Transportation for the Senior Management Team Members.
Handle Filing and Compilation of Management Memos and other administrative notes / mails related to HR/Finance or Directors for easier reference and location when needed.

Functional Administrative Responsibilities;

Responsible for Payments Tracking and communication including: updating the tracking sheet, informing suppliers about transfers and checks readiness for collection
Follow-up on the paper work and required documentations for the visa issues and work permits to all Expat staff in liaison with the law firm/lawyer contracted by the IRC, and in full coordination with HR and Senior Management.
Follow up on legalizing documents at the public notary for work permit and residency process.

Supplies:

Supporting in inventory records for office supplies (stationary, toners etc.), and monitor usage and distribution among floors/departments and teams, requesting replenishment for stock when needed- a task originally owned by Admin Officers
Ensure all office equipment is stocked with required supplies (toner, paper etc.).

General Administration Responsibilities:

Receive, Greet and Direct External Visitors to departments & Directors’ offices
Take Calls and Messages for the Senior Management Team and other Administration team colleagues
Maintain centralized contact lists including staff, program visitors and partners; IRC Lebanon Contacts Book.
Organize mail distribution and sending to field offices and other locations as needed.
Receive Mail on behalf of the entire Beirut HQ/Office and distribute accordingly
Completing Way Bills and Collecting Way Bills back related to documentations and outgoing mail.
Filing of Way Bills
Assist Administration Department in the implementation of administrative systems and procedures
Bids receiving process monitoring – as assigned by the various bids committees and procurement department
Any other duties or tasks delegated by Administration Manager.

Others:

Making sure the Senior Management Team offices floor is in good operating order (no burnt bulbs, clean, no broken equipment…etc) / act as focal point for maintenance on their floor.
Photocopying all the payments documents when requested
Filing As per the System of the Administration Department – Upon request.
Ensure internal mail is promptly distributed to all departments
Perform all other ad-hoc duties, as and when assigned by supervisor

Key Working Relationships:
Position Reports to:  Administration Manager Position directly supervises:  N/A
Indirect Reporting: Senior Management Team Other Internal and/or external contacts:
Internal: Senior Management Team, Administration Team, Programs Teams, Field Coordinators and Teams, House Keeping and Drivers
External:  Visitors, Suppliers & Service Providers
Job Requirements:
Education: Business Administration Degree (University)
Work Experience: 3-5 years
Demonstrated Skills and Competencies:

Executive secretary / Personal assistant and/or Office Manager Experience is preferred.
Previous Front Desk, Reception in Hotel/ Hospital is found relative
Customer Service experience is highly desirable
Accounting background / general understanding is an advantage
Pleasant, Positive and professional attitude able to maintain composure during high stress and fast pace periods
Skilled at prioritizing duties, work overtime when necessary and be able to coordinate multiple tasks and maintain attention to detail.
Multitasker with follow up, tracking & reporting skills
Ability to work as a member of a team is essential.
Proficient Computer skills, including Microsoft Word and Excel/ Power Point.
Ability to communicate in English and write clear and concise reports in English strongly preferred
Excellent written and verbal communication skills, strong interpersonal skills.
Ability to independently organize work and prioritize tasks.
Self-motivated, honest, highly responsible, and punctual.

Language Skills:  English and Arabic
Certificates or Licenses: CSR/ SC/ languages and secretarial- office management
Working Environment:  The position will be based in Beirut with travel to Field Sites.