BACKGROUND
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.
The International Rescue Committee began relief operations in Jordan in 2007. Working together with six national and international organizations, and 19 community-based organizations, the IRC has provided 20,000 vulnerable Iraqi refugees with humanitarian assistance, mental health support and informal education.
SCOPE OF WORK
Under the supervision of the Senior Operations Officer, the Administrative Assistant will be the focal point for all administration-related activities in the Country Office that support the team in Amman. This individual will collaborate closely with the IRC Regional & Field offices team to undertake activities and perform duties in compliance with IRC policies and procedures.
RESPONSIBILITIES
Administration responsibilities:
Cover and maintain the reception area.
Receive, direct and relay telephone messages and fax messages.
Prepare and drafting correspondence letters and documents.
Receive, sort and filing mail and deliveries.
Organize conference and meeting room’s bookings.
Coordinate and schedule the Country Director Appointments and meetings.
Maintain centralized contact lists including staff, program visitors and partners;
In collaboration with the HR and Security departments, prepare documents required for international staff and visitor visas, work permits, residencies and other related personnel requirements stipulated by the Jordanian Government;
Assist the Deputy Regional Director and other regional staff in the implementation of administrative systems and procedures;
Receive, log and follow-up on requests from staff for space, accommodation and supplies;
Identify and receive requests for any needed repairs and/or supplies on guesthouses and permanent staff residences and refer to Supply Chain (SC) department for action, when necessary;
Maintain inventory records for office supplies (stationary, cleaning and kitchen supplies, toners etc.) and promptly advise SC department of restocking needs;
Review and verify bills received for facilities (office, guesthouses, permanent staff residences) including utilities, maintenance, provision of standard supplies, and prepare payment requests;
Oversee and support cleaners and kitchen activities.
Maintain and regularly update visiting staff schedule;
Manage hotel bookings as required for visiting staff, consultants etc., including ensuring prior approval by an authorized supervisor and recording of accounting expense codes;
Maintain a schedule for occupancy of the IRC guesthouses, ensure guesthouses are ready and appropriately stocked for incoming visitors;
Arrange for all arrival and departure, pick up and drop off from and to airport and submit timely transport requests to Supply Chain;
Communicate with visitors to confirm arrivals, accommodations and any transport requirements;
Ensure visitors are advised in advance of all arrangements and provided with arrival package including contacts and latest visitor security protocols;
Verify hotel billings and prepare related payment requests.
Record details of all IRC inter office mail pouches and international Skypack delivery and ensure timely distribution to recipients
Perform all other ad-hoc duties, as and when assigned by supervisor
تفاصيل الوظيفة
| 2015-07-30 | تاريخ الإعلان عنها: |
| عمان, الأردن | منطقة الوظيفة: |
| الخدمات الإدارية | الدور الوظيفي: |
| مجتمع/خدمات اجتماعية/خدمات مجانية | قطاع الشركة: |
المرشح المفضل
| متوسط الخبرة | المستوى المهني: |
| بكالوريوس | الشهادة: |
تقدم الآن -
وظائف في الأردن
- وظائف الخدمات الإدارية في الأردن -
بحث عن جميع الوظائف
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