CARE Deutschland e.V. is currently recruiting:
Administrative Assistant -Benghazi-Libya
Duty Station: Benghazi-Libya
Starting Date: As soon as possible.
Duration of Contract: 6 Months with possibility of renewal .
Reporting Line: Support Services Coordinator
Purpose of the Role
The purpose of the Administrative Assistant is to provide professional administrative support services and be responsible for the overall general administration of the Support Services Coordinator, HR, Finance, and Procurement departments.
The administrative assistant will ensure efficient and smooth day-to-day office administration.
Main Duties and Responsibilities
General Administration Services Support
Such as but not limited to:
Manage day-to-day administrative functions of general office, HR, Finance, and procurement department.
Attend all meetings assigned by the line manager and prepare reports.
Typing documents, department correspondences, translating documents and correspondence, and data entry when required.
Ensure effective and efficient documentation and correspondence management, and ensure proper filing is done for the office in both soft and hard copies.
Photocopying and binding documents as required.
Utility Management: Coordinate with the utility providers (Internet, electricity, water, Generator fuel, and service, cleaning services) for smooth service provision.
General follow up of the CARE office and houses and ensure that utility bills are paid.
Arrange internal and external meetings and communications and events, including the venues.
Issue purchase requisitions for office support, and HR department needs.
Support staff during the preparation of meetings and workshops as needed (Stationery, refreshments, lunch, etc.)
Perform general administrative support duties, including but not limited to preparing visa requirements for the visitors, travel arrangements booking, expense reimbursement reporting, and travel logistics.
Facilitate hotel accommodation arrangements for staff and visitors upon request.
Provide leadership and support on recurring events or meetings e.g., plan and handle the logistics, Team building events, and various organizational activities.
Ensure a clean and efficient working area, and ensure a cooperative and supportive working environment.
Arrange for meetings and take minutes during staff meetings and disseminate accordingly in good time.
HR Department Support
Record and maintain employees’ files (Soft & Hard copies).
Update HR system, trackers, and file the employees’ documents properly(e.g. employee information, new hires, employee performance objectives, and reviews, separations, exit checklist, vacations, interviewers, and insurance).
Prepare monthly attendance reports of all staff.
Monitor staff absence and leave and ensure the filing of appropriate documentation.
Track, and review employee timesheets regularly.
Prepare correspondences and ensure organized up-to-date archiving system for HR and Admin files.
Support the database and monitor the expiry dates of all staff contracts and renew them as and when necessary.
Assist in the administering recruitment process.
Support in preparing contracts for staff and send them to HR & Admin manager.
Assist HR and Finance in payroll preparation.

Procurement Department Support
Support the Procurement Office by ensuring that all procurement activities and systems are implemented and managed to ensure adherence to CARE Policies and Procedures and services to the project are efficient.
Liaise with procurement for project related purchase needs and for project related purchase needs and follow-up of the same.
Ensures that the Purchase Requisitions are raised for the services required.
Ensures that all vendors’ invoices for the services delivered are forwarded to Finance Office through procurement office for payment.
Ensures that all goods ordered are received and confirms the same to procurement office.
Assets and Facilities Management

Finances Department Support
Review all supporting documents and ensure supporting documents are accurate; entries are done correctly to the appropriate account codes
Provide guidance to staff and budget holders where coding is not done correctly and recommend adjustments accordingly where necessary to comply with donor requirements or accounting standards and organization policies.
Process and ensure accuracy of staff travel advances, reimbursements, and travel expense reports.
Perform other duties as assigned.

Selection Criteria

Core Competencies

Interpersonal Skill
Ability to work independently and as a team player who demonstrates leadership and is able to support and train local staff on Proper SRH modules.
Communication Skills Well-developed written and oral communication skills. Able to communicate clearly and with sensitivity when engaging with stakeholders as a representative of CARE. This includes effective negotiation and representation skills.

Integrity
Works with trustworthiness and integrity and has a clear commitment to CARE’s core values and humanitarian principles.
Resilience/Adaptability and flexibility
Ability to operate effectively under extreme circumstances including stressful conditions. Works and lives with a flexible, adaptive, and resilient manner.
Awareness and sensitivity of self and others:
Demonstrates awareness and sensitivity to gender and diversity. Has experience and the ability to live and work in diverse cultural contexts in a culturally appropriate manner. Has the capacity to make accurate self-assessment particularly in high stress and high security contexts.

Knowledge and skills

Knowledge of CARE policies and procedures, information management and
telecommunication skills as well as proficiency in information technology/ computer skills.
Work style
Is well planned and organized even within a rapidly changing working environment and has the capacity to take the initiative
Able to make decisions with competent analytical and problem-solving abilities

Competencies required
Bachelor’s degree in business administration or related field.
Strong administrative and time-management skills.
Minimum two-year experience in relevant field.
Familiarity with HR, procurement procedures and/or financial management.
Previous experience in an INGO work.
Ability to work under pressure essential.
Well organized, with excellent attention to detail.
Proficient with Microsoft Office application, including Word, Excel and PowerPoint.
Fluency in written and spoken English and Arabic.
Demonstrable commitment to gender-sensitive practices.
Comply with all relevant CARE policies and procedures with respect to child protection, workplace environment, employee code of conduct and all other related subjects.
About CARE
CARE International (CARE) is a non-religious, non-political international development and humanitarian organization, dedicated to fighting global poverty. CARE works in around 95 countries globally, engaging diverse partnerships to support communities to overcome poverty through development projects and delivers humanitarian assistance. CARE programs address social injustice whilst placing women and girls at the core of programming in order to create sustainable positive change in poor communities. CARE is an equal opportunity employer irrespective of nationality, religion, ethnicity, caste or gender. CARE is starting a presence with a Country Office in Libya, Tripoli, to provide relief and development assistance to vulnerable populations.
Accountability within CARE
A commitment to CARE values and CARE’s integrity framework is critical to working with CARE. Any candidate offered a job with CARE will be expected to adhere to the following key areas of accountability:
Comply with CARE’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behavior protocols.
Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
Report any concerns about inappropriate behaviors of a CARE staff or partner.
Safeguarding
Children and vulnerable adults who come into contact with CARE as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that CARE shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.
Gender equality
CARE is committed to meeting the standards of theCARE International Gender Policy(2019). Through this policy, CARE seeks to promote the equal realization of dignity and human rights for girls, women, boys and men in all diversities, and the elimination of poverty and injustice. Specifically, this policy seeks to improve the explicit incorporation of gender in programmatic and organizational practices.
How to Apply
Please send your complete application package (CV, motivation letter,3 references of your direct managers) only in English to [email protected], subject (Administrative Assistant-Benghazi )no later than the 24 th of April 2024. Applications will be reviewed on a rolling basis.
Please note that only shortlisted candidates will be contacted.