وظائف شاغرة لدى منظمة Mercy Corps: مطلوب مساعد/ة في الإدارة (Administrative Assistant)

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Program / Department / Team

The Operations team is committed to implement and maintaining the highest standards of efficiency and integrity in the purchase of goods and services, handling logistics and implementing administration procedures for Mercy Corps in Lebanon. The overriding objective for all Mercy Corps, operations activity is the prompt and effective provision of materials and services in compliance with donor specifications.

The Position

Administrative Assistant/ Receptionist will be responsible for running the front desk at MC Lebanon Beirut office, responsible for taking any in-coming phone calls, ordering stationary, processing monthly phone bills, translation of documents and other duties as assigned in support and coordination to the admin and logistics officer.

Essential Responsibilities

• Providing reception at the Beirut office, receiving guests, suppliers and visitors; answering phones as needed.
• Maintain and regularly distribute current contact list, constant companion, extension list, etc…
• Reconciling monthly phone bills, ensuring phone payments are processed, and assisting with operational expense reports monthly.
• Maintaining, tracking, and ordering monthly stationary stock and kitchen supplies.
• Collecting quotations, receiving in-coming goods, attaining signatures from suppliers, in coordination with procurement and under the procurement policies only.
• Assisting the Admin and logistics officer in administrative needs.
• Receiving physical tender documents in coordination with Procurement and under MC procedures.
• Ordering MC staff IDs.
• Assist the admin and logs officer in preparing Admin policies, shipments, and distribution policies, etc….
• Receiving mail, logging mail, and distributing them accordingly.
• Assisting the Admin and logs officer in organizing and scheduling of meetings, training within MC.
• Assisting the Admin and logs officer in flights booking of MC travelers,
• Assisting the Admin and logs officer in the management of rentals of offices and apartments.
• Assisting the Admin and logs officer in preparation of lease agreements.
• Assisting in coordinating with MC external providers (domestic helpers, real estate agent, etc…)
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Other duties under the supervision of the Admin and logistics officer as assigned.

Supervisory Responsibility

N/A

Accountability

Reports Directly To: Administrative and Logistics officer.

Works Directly With: All Departments in Mercy Corps Lebanon/Regional team.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• 2 – 3 years in Administrative Functions.
• Strong Organizational and Communication Skills.
• Ability of multi-task.
• Emotional Control and Calm Demeanor.
• Proficiency in MS Office Suite and Outlook.
• Preferably a bachelor’s degree (or equivalent) holder.

Success Factors

Successful administrative assistants exhibit a range of essential soft skills. These include strong communication, organization, attention to detail, time management, adaptability, problem-solving, professionalism, customer service orientation, teamwork, collaboration, and initiative. These skills enable administrative assistants to efficiently manage office tasks, support organizational goals, and contribute positively to the work environment.

Environmental Conditions:

Based in Beirut MC Lebanon Office, Bee Center, Alfred Naccash, Achrafie, Beirut, Lebanon.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

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