View Vacancy - LB - Receptionist (AA)

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Reception, Corporate Services Support

The British Embassy Beirut has a vacancy for a Receptionist, job grade Administrative Assistant (AA) for a fixed term contract of 12 months.

The primary responsibilities of the role includes operation of the switchboard, greeting visitors, and administrative tasks in support of the Corporate Services (CS) Section. The jobholder will work closely with the Corporate Service Assistant (CSA) and will report to the Finance & HR Manager.

This is an excellent opportunity to work within a large and fast-paced team for someone with a proven track record in customer service, preferably in a similar role or demonstrating the skills needed to work in the field of service delivery.


Duties and responsibilities:

This role concentrates on the support for Finance & HR Manager particularly and the Embassy’s work generally. You will be responsible for providing high quality and customer focused service to all staff in Beirut.

Specific responsibilities include

- Reception duties (40%)

  • Act as first point of contact to the Embassy by answering/ forwarding phone calls and receiving visitors.
  • Maintain reception security by following procedures, coordinating with the security hut and control room about coming visitors, issuing visitors’ badges, while greeting them and informing the concerned employee.
  • Ensure that the telephone list, tree and emergency phone list are updated daily (removing/ adding staff) and properly saved on the shared area.
  • Handle all visa and immigration inquiries by directing them to the website.
  • Ensure that all DHL mails, especially diplomatic bags, are sent to/ received by the relevant departments in a timely manner.
  • Provide necessary support to all staff (Country Based Staff and UK Based Staff) by guiding them when necessary.
  • Arrange ahead of time for ad hoc receptionist cover during own absence.
  • Lead on the annual staff survey to ensure staff participation and engagement at all time.
  • Handle fax machine including sending, receiving, and forwarding to relevant recipient.
  • Maintain safe and clean reception area by complying with rules and regulations.
  • Respond to any additional request of the CSA/ Finance & HR Manager.

- Medical insurance (40%)

  • Administer Country Based Staff medical insurance plan by providing new joiners with necessary forms to be completed and ensure it is sent promptly to our insurance supplier.
  • Act as main point of contact in getting approvals for laboratory tests and in-hospital claims to all Country Based Staff.
  • Continuously update the medical insurance tracker by adding all claims received from staff; and ensure that all refund cheques are delivered promptly to the concerned employee.
  • Process insurance invoices following internal policies (via SharePoint) while coordinating with the Foreign, Commonwealth and Development Office’s Global Transaction Processing Centre (FCDO GTPC) in order to ensure that invoices are successfully processed, and report any discrepancy in the invoices to the CSA/ Finance & HR Manager.

- Administrative duties (20%)

  • Assist the CSA in chasing suppliers to send in invoices (i.e., Electricity and Ogero bills) in a timely manner.
  • Assist the CSA in raising requisitions and purchase orders when required.
  • Prepare VAT reports to be submitted to MFA.
  • Respond to any additional requests from the CSA/ Finance & HR Manager.

The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required.


Key behaviours required:

  • Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
  • Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.
  • Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
  • Communicating and Influencing - Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.

 

Eligibility:

If you are selected for this position, we will be able to employ you as long as you:

  • Receive the appropriate level of security clearance;
  • Have (or be willing to obtain) the right to live and work in Lebanon. Candidate's residence permit and work permit, and the expense to obtain them, will be their own responsibility.
  • Fluent communication skills in English and Arabic, both spoken and written. Able to express ideas and messages clearly and concisely, and with excellent Business English writing skills.
  • Previous experience in a similar role, ideally for at least one (1) year.
  • Excellent numeric skills.
  • Strong attention to detail. High level of organisational skills and ability to multitask and deliver high-quality work to deadlines.
  • Excellent interpersonal with a strong customer focus. Demonstrates diplomacy and sensitivity when dealing with clients, and able to maintain high level of confidentiality.
  • High motivation and energy. Self-starter and proactive.
  • Reliable and able to work under pressure and on own initiative, following compulsory rules and procedures.
  • Very good level of IT skills and proficiency in using Microsoft Office applications (Outlook, Word, PowerPoint, Teams) and particularly MS Excel skills to deal with the budget numbers.
  • Holds at least a bachelor’s degree in business administration or in any relevant field.

In addition, we are looking for someone who can demonstrate:

  • Integrity
  • Honesty
  • Objectivity
  • Impartiality
Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Communicating and Influencing
13 June 2023
Administrative Assistant (AA)
Fixed Term, Full-time
42
12 months
Middle East & North Africa
Lebanon
Beirut
British Embassy
1
USD
1,776
1 August 2023

The Embassy aims to offer an attractive working environment and remuneration package for this role, including a non-negotiable salary of $1,776 per month. However, for third country nationals and UK Based Staff spouses/ partners employed by the Embassy, as you are not liable to pay Lebanese income tax, your salary will be abated by an amount equivalent to the Lebanese tax that would otherwise be payable (if appropriate).

There are no other allowances payable as part of this package. No accommodation and relocation expenses are payable in connection with this position.

This position is for a full-time employment, on a fixed-term contract basis for 12 months. The successful candidate will be subject to a 90-day probationary period. The appointment is also subject to satisfactory local and UK security clearances.

Conditioned working hours are 42 hours gross per week. Normal working hours are Monday to Thursday from 07:45-16:00 and Friday from 07:45-14:00. Some flexibility in working hours may be permitted based on operational requirements and agreement with the line manager, and in line with FCDO and Embassy policies.

The Embassy is committed to ensuring that you are able to maintain a suitable work-life balance. Annual leave entitlement is 20 days plus 14 public holidays (calculated on a pro rata basis).

We offer a competitive package in line with local labour law, including transport, family, educational allowances, and medical insurance coverage, performance-related bonus, and opportunities for job related training and development, etc.

The jobholder will be expected be given specific training and mentoring for the role will be provided for the successful candidate. In addition to formal training requirements, the British Embassy Beirut attach great importance to personal development of all staff. This job offers many opportunities to develop a wide range of professional skills and gain experience of a broad range of programme activity.

Application process:

Interested candidates must include 1) an updated Curriculum Vitae (CV) 2) a covering letter/ motivation essay stating how you meet the requirements of the role; and 3) specific examples, in the relevant sections of the online application form, of how you meet the key behaviours and skills required.

Applications that do not include this information or provided in the stated format will not be considered.

Applications must be submitted before 23:55 Beirut local time on 13 June 2023.

Applications submitted after the stated deadline will not be considered.

 

Due to the large number of applications we receive, only those shortlisted for the next step in the recruitment process will be contacted.

Appointable candidates who were unsuccessful at interview may be placed on a ‘reserve list’. If during the reserve period of six (6) months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

The start date mentioned in the advert is a tentative start date and the successful candidate will be required to undergo security-vetting procedures.  Any offer of employment will be subject to the candidate achieving suitable clearances and reference checks.

The recruitment process, including security clearance, is expected to take around 2-3 months. The security clearance process includes checks available in country and in the UK, dependant on the security level required for the role and the candidates profile and UK footprint. You may experience some delay in the progress of this recruitment campaign, and we are working hard to minimise any disruption. 

 

 

The British Embassy Beirut is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Embassy is subject to terms and conditions of service according to local Lebanon employment law.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.