مطلوب موظفين استقبال ومساعدين اداريين (Receptionist and Administrative Assistant)
معلومات الوظيفة:
توجيهات التقديم:
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The ICRC is committed to creating an inclusive working environment for all its employees. Inclusion is embedded in the principles and values of the Movement – as it is committed to non-discrimination, as confirmed by the principles of humanity and impartiality, and is open to all, as confirmed by the principle of unity.
We are continually taking steps to improve diversity and inclusion within the organization as well as ensure it is embedded in our programming.
We are committed to ensuring fair and equitable recruitment and promotion opportunities for all individuals and welcome all qualified candidates to apply to positions at the ICRC. Further, we are committed to achieving gender parity for our staff in management positions, as part of our institutional strategy objectives related to inclusion.
We aim to ensure career development opportunities for staff, our delegation is responsible for setting objectives to ensure more diverse management teams in our context. In parallel, the HR / People and Culture (PAC) Team accompanies and supports this process with the aim of setting people up for success in their future roles.
The ICRC guarantees the protection of personal data and takes the necessary steps to protect employees’ personal data against unauthorized access and transfer. This also applies when the employer entrusts third parties with the processing, preservation and recording of personal data.
اضغط هنا وانضم الى قناتنا على الواتساب لنشر الأخبار والوظائف على مدار الساعةGeneral 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.
Position Requirements:
Minimum Qualifications:
Years of experience required: 2 years of experience in a secretarial position.
Level of education: Technical or Bachelor’s Degree.
Field of education: Business Administration or any other job relevant field.
Languages: Fluency in Arabic and English, French is a strong asset.
Computer Literacy: Advanced computer skills in MS Windows and MS Office Suite.
Required Competencies:
- Receptive, responsive and present: Advanced.
- Business and phone etiquette: Advanced.
- Office tools mastery: Advanced.
- Planning and organizational skills: Advanced.
- Time management skills: Advanced.
- IM systems and applications: Basic.
- Professional standards, procedures, processes and compliance: Basic.
- Administrative management : Basic.
- Problem solving and communication: Basic.
- Service delivery: Basic.
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: USD 1,570 – 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
