Administrative Officer in Lebanon at Lebanese Red Cross

The Administrative Officer provides day-to-day administrative oversight to assigned support staff, ensuring that tasks are appropriately allocated, followed up, and completed in a timely and effective manner.

Essential Responsibilities and Duties

Prepare, draft and maintain internal and external correspondence, including letters, memos, reports, and other administrative documents
Manage the EMS Director’s correspondence by screening and prioritizing emails, phone calls, messages, and incoming requests; responding to routine matters where appropriate; and directing matters to the relevant staff members for action or follow-up.
Prepare confidential and sensitive documents and ensure appropriate handling and filing of such information.
Coordinate and organize meetings, including scheduling, preparing agendas, arranging meeting rooms, and recording and sharing meeting minutes.
Manage office administration and day-to-day office activities, ensuring the availability and proper use of office supplies, equipment, and facilities.
Receive and welcome visitors, determine the purpose of their visit, and direct them to the appropriate staff member or section/sector.
Maintain organized hard-copy and electronic filing systems, ensuring documents are properly archived and readily retrievable when required.
Prioritize and coordinate administrative matters according to urgency and importance, ensuring timely follow-up and completion.
Provide administrative support to the EMS Director and assist with additional tasks and assignments as required.
Handle the requests from different sectors/sections and direct them to the appropriate EMS staff and follow-up.
Coordinate and liaise with the Secretary General’s Office and the President’s Office on administrative matters and other requests, as needed.
Receive and follow up on event requests, coordinating with the EMS team and stations to arrange and prepare the required posts.
Perform any other administrative duties and responsibilities as assigned by the EMS Director.

Function Specific Experience

Strong proficiency in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.
Good document preparation, formatting, and records-management skills.
Ability to maintain organized electronic and physical filing systems.
Ability to manage calendars, meetings, correspondence, and administrative tracking systems.
Good written documentation and minute-taking skills.

Industry Related Experience

Experience working in a non-profit, humanitarian, or international organization is an advantage.
Experience supporting a senior manager or director is an advantage.