مطلوب مساعد فريق – Team Assistant للعمل لدى منظمة KAS

Company Description
Freedom, justice and solidarity are the basic principles underlying the work of the Konrad-Adenauer-Stiftung (KAS). The KAS is a political foundation, closely associated with the Christian Democratic Union of Germany (CDU). In our European and international cooperation efforts we work for people to be able to live self-determined lives in freedom and dignity. We make a contribution underpinned by values to helping Germany meet its growing responsibilities throughout the world.

We encourage people to lend a hand in shaping the future along these lines. With more than 107 offices abroad and projects in over 120 countries, we make a unique contribution to the promotion of democracy, the rule of law and a social market economy. To foster peace and freedom we encourage a continuous dialog at the national and international levels as well as the exchange between cultures and religions.
We cooperate with governmental institutions, political parties, civil society organizations, building strong partnerships along the way. In particular, we seek to intensify political cooperation in the area of development cooperation at the national and international levels on the foundations of our objectives and values.

Through its country offices in the Middle East, the Konrad Adenauer Foundation assists the political, economic, and social development in the region. We want to contribute in a sustainable way to the rooting and the reinforcement of democracy, the rule of law, and civil society, to the development and the consolidation of social market economy structures, to the avoidance of violent conflict, to the consolidation of cooperation within the region and with Europe, as well as to a constructive dialogue between cultures and religions. The country programme Lebanon engages in several activities for its mission and aims. These activities take the form of conferences, seminars, workshops, and forums for dialogue to debates or round tables. Further, it issues publications and engages with policy makers.

Job Description:

Konrad-Adenauer-Stiftung Lebanon office is looking for a Team Assistant. We are a young and dynamic team with a great team-spirit, looking for someone, who is motivated to join us.

Reports to: Head of Office, or Project Assistant

A.      Responsibilities

• Operating the Company’s motor vehicle/s and carrying out courier functions.
• Supporting KAS staff in all logistical and administrative issues related to implementing KAS project.

The Technical Assistant performs the following tasks:

B.     Tasks

Driving and General Car Maintenance

• Driving professionally and in a secure manner (drives mainly the Head of office to all his meetings in and outside Beirut).
• Transporting all KAS staff, delegations, visitors, and other individuals as directed, in a safe and responsible manner. This may include shuttle transportation for KAS staff and guests and various activities, shuttle transportation for conventions and conferences, airport runs, etc.
• Transporting products and delivering post to public and private institutions or individuals on request
• Delivering and picking up – in a secure way – of items, documentation ensuring accurate capture of what the item/documentation is, who requested the transport of the item, who received the item, and obtaining proper signatures and number of file if handed over to official institutions.
• Operating vehicles and equipment safely and responsibly, as assigned.
• Fueling the project car when necessary.
• Keeping the project car clean and getting it washed without being instructed.
• Responsible for maintaining all car papers up to date including performing the annual maintenance work at the local authorities.
• Accurately completing and submitting all necessary paperwork, such as the car log book papers.
• Keeping assigned vehicles free from damage, in acceptable condition and consistently in a clean manner. Employee must ensure that the vehicle is in proper and safe condition prior to use, and accept responsibility to report any damage or mechanical malfunctions that exist.
• Employee accept responsibility for proper use and maintenance of car keys.
• Maintaining an excellent driving record, meaning that a valid driving license must be presented at the time of employment.

Logistical & IT Support

• Maintaining the office infrastructure and coordinating with potential blue collars and suppliers.
• Supporting the team with all IT requests as well as coordinating with the IT support team in the Headquarter in Germany.
• Maintaining the office inventory, library and other KAS related material (such as banners, notebooks, pens…) in an organized manner.
• Keeping the office pantry as well as office cleaning supplies replenished at all time.
• Preparing needed material (i.e. banners, pens, notebooks…) prior to each event.

Team support

• Accompanying other KAS staff to events and supports them at the venue as needed.
• Assisting the financial administrator with all financial/banking related tasks – such as accompanying them to banks, auditor, lawyers…
• Preparing checking lists for workshops and events on request.
• Supporting in updating lists on request.
• Supporting in scanning documents.
• Supporting in follow up on inventory (numbering, sorting out etc.).
• Supporting team in sending and receiving regular mail (Through DHL, Aramex…from partners, HQ…)
• Handling petty cash accurately in an independent manner when requested to pay for purchasing items or paying some invoices on request, etc.
• Completing other tasks as assigned.
• Supporting KAS staff in some of their administrative work, such as handling issues at customs, post, preparing events and copying papers, writing addresses on envelop etc.

Phone and reception services

• Assuring presence at KAS Office Beirut when not driving/on mission.
• Answering and accepts phone calls and messages and/or forwards them accordingly.
• Maintaining a call-back list of all incoming calls which cannot be taken by the relevant staff member.
• Ensuring that visitors are comfortable by offering coffee, water, refreshments etc.

Office work and services

• Supporting the head of office in preparing necessary documents related to stay in country or travels (i.e. visa and residence permits, work permit etc.)

• Supporting the head of office in preparing and submitting all necessary papers for duty-free import of goods.

• Sorting and distributing incoming correspondence (post, email, fax, other official documents).
• Supporting (as needed) the head of office in travel arrangements such as booking tickets, flights, hotel reservations, transport etc.)

Other functions

• Be willing and able to work after official working hours and on the week-end/holidays when necessary.
• Be willing and able to perform tasks without direct supervision that may require physical labor, and possibly the use of hand tools as small repairs.
• Work extra/overtime hours as needed according to workload and meetings.
• Complete all other tasks as assigned.

C.  Required qualifications, competences and experience

The Technical Assistant

• Driver’s License and good driving record.
• Ability to work in an intercultural environment.
• Demonstrate dependability and self-motivation.
• Read, write, understand, and communicate clearly in Arabic, English and/or French.
• Maintain high level of personal integrity and reliability.
• Working experience in administration.
• BA or any equivalent degree.
• Good organizational skills.
• Good computer skills (incl. Word and Excel in a Microsoft Windows environment).
• Being very trustworthy and loyal.
• Work extra hours as needed according to workload and meetings.
• Arrives punctual and clean.
• Dresses properly to be able to complete the daily tasks, while maintaining a professional and appropriate appearance.

Professional experience

• at least 3 years of professional experience in such a position or equivalent position.