فرصة عمل لدى منظمة COrg: مطلوب مساعد/ة في الإدارة (Administrative Assistant)

Project’s Overview:

Under the framework of our new
project, which aims to enhance socio-economic growth and uplift local
communities in Lebanon, we're on the lookout for individuals passionate about
making a meaningful impact and ready to contribute to something significant.
This opportunity offers the chance to be part of a team that values efficiency,
collaboration, and excellence. If you're driven, committed, and eager to be
part of a transformative journey, we encourage you to join us as we embark on
this exciting new venture.

Position Details:

Job Title: Administrative
Assistant

Key Responsibilities:

As an
Administrative Assistant, you will play a pivotal role in underpinning the
operational efficiency of our team by performing a wide range of secretarial
and administrative duties. Your day-to-day tasks will encompass:

1. Answering Phones, Emails, and Online Inquiries:
   You will take charge of reviewing, reporting, and responding to incoming
   inquiries from various communication channels, including phone calls,
   emails, website comments, and social media inquiries from official
   organization accounts.
2. Scheduling Appointments and Events: You will
   manage the scheduling of an array of meetings and events such as partner
   meetings, team meetings, employee interviews, conferences, travel
   arrangements, and organization’s events, primarily utilizing office
   software and online tools.
3. Data Organization: You will be responsible for
   the accurate entry of numeric data into Excel files, Google forms or
   timesheets, updating various databases, transcribing voice notes,
   documenting meeting minutes, and preparing briefs for projects/tasks, all
   while emphasizing accuracy and proficient keyboarding skills.
4. Organizing/Updating/Archiving Files: Your
   duties include setting up the organization’s files, ensuring that current
   files are regularly updated, securing confidential information, and
   maintaining an efficient filing and archiving system to facilitate the
   easy retrieval of files, both in print and digital formats.
5. Assisting in Team Members' Task Management:
   You will assist in managing team members' tasks, ensuring a streamlined
   workflow. This includes helping managers schedule events and following up
   on tasks to ensure they are completed in a timely and efficient manner.
6. Assessing and Managing Office Needs: Your role
   involves assessing the office's requirements in terms of supplies, water, stationery,
   and cleaning products. You will be responsible for closely monitoring
   inventory levels and coordinating with vendors to ensure timely
   procurement.
7. Preparing Documents and Reports: You will be
   involved in creating inter-office memos, editing and formatting reports,
   developing presentations, organizing and collating documents, drafting
   emails and letters, and ensuring the smooth operation of standard office
   equipment such as printers, scanners, and projectors.
8. Managing Office Services: You will oversee the
   office's cleanliness by liaising with various suppliers, office cleaning
   staff, and maintenance personnel. Your role includes coordinating cleaning
   schedules, ensuring cleaning supplies are well-stocked, and maintaining
   open communication with service providers to ensure the office remains a
   clean, well-operational and welcoming environment for all staff and
   visitors.
9. Overseeing Office Assets and Inventory: You
   will take charge of the inventory management of office assets such as
   stationery, ICT equipment, paper, printing supplies, and all related
   operational stationary and supplies. Your responsibilities include
   tracking the usage, ensuring ample supply, managing stock levels, and
   coordinating the replenishment of these essential items to support the
   smooth running of office operations.
10. Handling Reception: Your role encompasses
    welcoming visitors, guiding individuals to the appropriate offices or
    meeting rooms, managing the receipt and distribution of deliveries, and
    upholding a professional, welcoming demeanor at all times.

Qualifications:

• Bachelor's degree in Social Science or a related
  field.
• A minimum of 2 years of experience in a similar
  administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel,
  PowerPoint).
• Fluency in Arabic and English; proficiency in French
  is a plus.
• Experience in operating project management software.
• Strong organizational skills with the ability to
  multitask.
• Excellent communication skills, both written and
  verbal.
• Proven problem-solving abilities and effective time
  management skills.
• Enthusiastic, team-oriented, and eager to learn.

Work Conditions:

• Part-time position with the option to choose between
  the following shifts:
  • Monday to Friday, 7:00 AM to 1:30 PM
  • Monday to Friday, 12:30 PM to 7:00 PM
• Office location: Sin El Fil

Compensation and Benefits:

• Monthly salary starting $400, inclusive of
  transportation.

Application Process:

Interested candidates are invited
to submit their resume and a cover letter. The application deadline is 31 January
2024. Shortlisted candidates will be invited for an interview and will undergo
a written performance appraisal test as part of the selection process.