Receptionist And Admin Assistant
International Rescue Committee
مجموع سنوات الخبرة :3 years, 7 أشهر
- Welcoming and guiding external visitors to departments.
- Receiving mails on behalf of the entire Beirut HQ offices and sending them out to fields, as well as
organizing mail distribution for external recipients and filing of waybills.
- Acting as Administration Focal point for office stationery, including tracking and raising purchase
requests as per needed.
- Keeping all Administration trackers up to date.
- Receiving documents to be signed by the Senior Management Team and handing them back to
respective staff - signed and stamped as needed.
- Booking internal conference rooms for all SMT members and handling any other meeting
arrangements- such as catering and/or meeting equipment, as well as managing all staff self-booked internal conference rooms.
- Administrative focal point for all events/meetings and accommodation related requests received by
the country program for contracted MSA hotels and venues - in alignment with IRC processes.
- Budget planning for VIP events taking place in Beirut and preparing a report for estimate vs actual costs for future events and better planning in coordination with requestors and budget holders.
- Ensuring the best support and service for all events in coordination with service providers.
- Raising all Purchase Requests (PRs) on behalf of operations’ staff and assigning them to respective
signatories (procurement, budget holder and finance).
- Following up with Programs’ focal points on all venue payments related documents (fully signed PRs and attendance sheets and clarification emails on any discrepancies) for documentation and audit
purposes.
- Ensuring timely receipt of invoices from hotels and travel agencies with zero errors.
- Handling all travel related arrangements: Flight tickets/hotel reservation for all country/regional staff as well as visitors and expats that are based in Beirut, Transportation for all regional and SMT
members, and Visas for all SMT members.
- Submitting all contracted hotels/travel agencies' payments to Finance: accommodation and venue
bookings/ travel tickets, visas, travel insurance, and hotel reservations.
- Acting as Administration Facilitator for HR's orientation sessions.
External Communication and other Departments' Support
- Contacting suppliers upon receiving payment listings by Finance and aiming at 100 percent collection
for all payments.
- Following up on suppliers’ payments and reporting their concerns to respective departments
(procurement or finance).
- Receiving suppliers' invoices, stamping/signing them as needed and handing them out to respective procurement focal point.
-Posting vacancies on IRC careers website and used platforms.
-Coordination with hiring managers to understand job needs and requirements.
-Sourcing, screening, and shortlisting of CVs.
-Interviewing and presenting recommendations for hire.
-Scheduling interviews for candidates with hiring managers and technical interviewers.
-Reference checking and ensuring compliance.
-Extending offers and closing requisitions.
-Ensuring each recruitment process is documented and available for further reference.
Responsible for adequately preparing, scanning, and saving the project specific needed documents.
Assisting in filing the extracted documents in the employees’ files.
Office tasks and duties include and were not limited to:
-Supporting the recruitment process by inputting resumes into the databases, calling candidates for
phone interviews, scheduling interviews and sending confirmation emails, as well as joining multiple
panel and online interviews.
-Following up with new employees for missing documents.
-Adding new employees to the active list and creating physical files for them, as well as removing left
employees from active to left list, and removing their physical documents to left employees file.
-Regularly updating the active list whenever any document is received.
-Updating tracking and log sheets (Candidate, recruitment, performance evaluations, training, change of
status, etc.)
-Assisting in the recruitment process of new batches, as well as the HRAP coordination (scheduling class
and online sessions, providing online training, sending assignments to apprentices and following up with
them, introducing the filing system to them
as well as guiding them through tasks implementation at office).
-Participating in the preparation of the HRAP's report, and updating it as per needed.
-Assisting in the coordination of the online team, and following the whole process step by step from the
recruitment process to schedule coordination and conflict management.