Administrative Assistant

Job Description

"International Orthodox Christian Charities (IOCC) is an international non-governmental development and relief organization, working worldwide to alleviate suffering and need and share God’s gifts of food, shelter, economic self-sufficiency, and hope.

IOCC seeks an Administrative Assistant to support efficient and effective operations of the IOCC Jordan country office.

JOB SUMMARY

The Administrative Assistant works under the direction of the Finance & Administration Manager in providing administrative and clerical support to ensure effective and efficient operations of IOCC Jordan. The full-time Administrative Assistant oversees and manages all office procedures and other tasks as assigned by the Country Representative and Finance & Administrative Manager.  He/she supports all functions of the IOCC Jordan office, such as Programs, MEAL, logistics, and finance.

GENERAL RESPONSIBILITIES

Responsibilities include, but are not limited to:

Provide efficient, effective, and timely administrative support to ensure smooth operations of the Jordan country office
Staff the office front desk, welcoming guests and answering phone calls to the IOCC phone and fulfill other reception duties while ensuring coverage of reception in absence
Perform clerical functions for successful running of the office, such as preparing correspondence, receiving visitors, handling requests for information (internal and external), arranging meetings/ events, and receiving deliveries, mail, and incoming faxes and handling distribution to recipients
Handle logistics for external visitors, including (but not limited to) coordinating issuance of visas or permits, organizing itineraries, booking accommodations, arranging transportation, and ensuring communication
Perform written or oral translation services (between English and Arabic), as needed
Manage and maintain accurate office records, databases, and files, including ensuring back-ups are made and safely stored on regular basis
Oversee the contract with/consultant who provides IT services to the Jordan office and all IT-related concerns of IOCC Jordan staff and visitors
Oversee the contract with/consultant who provides cleaning services to the Jordan office and all related concerns of IOCC Jordan staff and visitors
Manage office petty cash in accordance with approved IOCC policies and procedures 
Ensure adherence to and that the IOCC Jordan office and staff adhere to the FOAM, internal office procedures, IOCC policies, and donor policies and requirements
Support procurement processes in the office – in coordination with the Finance and Administration Manager – according to IOCC and donor requirements and procedures

Maintain the function and quality of office facilities, such as space and equipment, including office space and rent, communications systems, office equipment, stationary and supplies, utilities, alarm system, insurance, etc.
Develop and maintain a monthly payments schedule, in coordination with Finance & Administration Manager, to ensure that invoices are paid promptly, continuation of service, and a smooth, functioning office
Oversee and track office assets and inventory, maintaining office inventory list
Support procurements for the office – for example, as instructed, manage the process for and make office purchases – or for project implementation, in coordination with Finance and Program departments and the CR, in accordance with local laws and regulations, as well as IOCC and donor procurement policies and procedures 
Organize and handle logistics for assigned meetings, events, conferences, and trainings
Maintain the IOCC Jordan email inbox and provide a monthly report to the Country Representative
Assist in human resources (HR) function of the office, including (but not limited to) following up on daily attendance and managing sign-in, tracking leaves, checking and finalizing timesheets, supporting recruitment, supporting implementation of the performance management system, and organizing and supporting orientation process for new staff, volunteers, consultants, etc.
Ensure follow-up and timely completion of procedures and permits related to headquarters’ hiring and employment of expats by the Jordan office
Liaise and maintain professional relationships with key, external stakeholders, such as vendors, affected populations, government representatives, NGO staff, and others, as needed and directed
Serve as office “gap filler”, helping to ensure smooth running of the office, function of the finance department, and implementation of programs, filling gaps and backstopping other departments, as directed by the Country Representative
Support the Program Department in tasks, as requested, either in the office or in the field
Perform other duties as assigned or required

QUALIFICATIONS

Knowledge and Skills:  Strong planning, communication, and time-management skills; working knowledge of office administration; knowledge of relevant local laws and requirements (i.e. local labor law); organized with ability to manage competing priorities; ability to sort and manage information, files, and office databases; ability to manage small office expenditures and petty cash; excellent computer skills, particularly Microsoft Office – Work, Excel, and PowerPoint; experience preparing correspondence, spreadsheets, and documents; detail-oriented; advanced verbal and written communication skills in Arabic and English (fluency in English is required)

Competencies:  Ability to work well under pressure and with competing priorities, producing accurate and high quality work under tight deadlines; ability to build strong personal and organizational relationships with internal and external staff, partner organizations, donors, local actors, vendors, and other contacts; ability to work and communicate effectively; commitment to observing procedures, regulations, local laws, and other requirements; strong analytical and problem solving abilities; self-starter who demonstrates initiative and creativity; commitment to being a team player; ability to analyze situations, potential problems,  and issues and take appropriate steps to avoid

Education:  Relevant university degree. Significant relevant work experience will be considered in lieu of a degree.

Experience:  Preferably minimum of 2 years’ experience, ideally with international NGOs

WORKING CONDITIONS / REQUIREMENTS

Primary work location is in Amman with travel within Jordan to project field sites (as requested)
Awareness of local security situation and conditions
Professional personal dress, behavior, speech, and conduct in accordance with IOCC policies

Only short-listed candidates will be contacted. No phone calls please.

 
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