Receptionist And Administrative Assistant

General Description:

The Receptionist and Administrative Assistant provides secretarial and or administrative support, in addition to being the visitor’s first point of contact in the delegation. 

Objectives and Tasks:

Support to Management:

• Updates twice per year or upon need the “Départ en mission”.
• Manages the ICRC stationery stock and promotional items and provides monthly reports on its status and ensures its compliance with the applicable visual identity rules when placing orders.
• Ensures that proper procedures for protection/use/storage of sensitive office supplies (ICRC stationery, letterheads, etc.) exist and are complied with.
• Maintains the stationery stock on the management floor.
• Handles the department Service Requests and AFA (an ICRC Stationary Platform) orders independently.
• Updates the organization charts and lists used in the delegation based on the HR space, GVA HR Shared Services related information.
• Welcomes visitors, provides them with information and directs them to the appropriate staff member.
• Answers and redirects incoming calls.
• Updates the telephone list of the main delegation on a regular basis to ensure timely and efficient update.
• Registers and distribute external mail. Scans incoming/outgoing paper correspondences for other departments upon request.
• Tracks the outgoing mail using the mechanism in pace and updating the General Register Database with the relevant information.
• Checks up on the pigeonhole once per week, make sure staff are retrieving the mail.
• Prepares for meetings and overlooks the setting up of rooms and materials, including technical set-up for conference calls, presentations, and video conferences.
• Handles the pouches from/to Sub Delegations, Damascus & Geneva.
• Handles DHL & Libanpost relations.
• Handles the Swiss stamps and provides on a quarterly basis the balance to the administration.
• Handles the International phone calls, upon request, dial and register on TeamSpace Sheet.
• Handles stationery requests of colleagues, update inventory sheets and assists in preparing new orders.
• Treat Agent Workspace requests promptly when received.
• Pick and treat Service Ticket Management (STM) requests promptly.
• Staff member will be asked to perform other ad hoc tasks in the field of Information Management.

Information Management

• Overlooks the contacts database and the Interlocutors list and updates the management contacts on regular basis. Supervises the updating of other units' contacts. Updates and retrieves data in/from specialized tools and databases. Trains staff in charge of updating the Database. Maintains an active professional network of use to the ICRC.
• Overlooks the General Register Database and ensure compliance from users with the standards. Approaches concerned whenever needed for clarification on standard use.
• Makes sure the staff email signature complies with ICRC standards. To be reflected in the Access manager sheet.

General Duties:

• Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement.
• Understands and adheres to the ICRC Code of Conduct.
• Understands the roles of the components of the International Red Cross and Red Crescent Movement.
• Respects and observes staff regulations and security rules at all times.
• Represents the ICRC in a professional manner at all times.
• Develops and maintains a pleasant and conducive working environment with colleagues and line managers.
• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC.
• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary.

Additional Duties:

• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contacts relevant to the position.
• Collects and shares information so as to improve the ICRC’s understanding of the environment and humanitarian trends and responses.
• Represents the ICRC in an appropriate way during activities, in meetings and in the field, and avoids any activity that may reflect negatively on the ICRC’s image.
• Takes responsibility for own professional learning and development.

Job Details:

• Job Location: Beirut, Lebanon.
• Working Schedule: Monday till Friday, from 8 Am till 5 Pm.
• Contract Type: Fixed Term, until 31.12.2024 (renewable based on performance and need for position).
• Salary Package: USD1,570 - 2,641 per month (As per ICRC salary scale, salary setting processes will determine fair setting in coherence with the qualifications of the applicant and the requirements of the job).
• Opening: 25/04/2024
• Closing: 06/05/2024