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SCOPE OF WORK
Under the supervision of the Deputy Regional Director, the Sr. Administrative Officer will be the focal point for all administration and operations-related activities in the Regional Office that support the Syria Regional Response team in Amman. This individual will collaborate closely with the IRC Jordan country team to undertake activities and perform duties in compliance with IRC policies and procedures.
RESPONSIBILITIES
General Administration Responsibilities:
• Maintain centralized contact lists including staff, program visitors and partners;
• Maintain a calendar of Regional Team members traveling;
• Maintain files and records of staff time off, travel paperwork, purchase request paperwork, and other administrative items;
• Liaise with HR and hiring managers to ensure all new staff are assigned a desk/office, receive a laptop and mobile phone and are provided with any other necessary supplies and information by their first day of assignment, and support scheduling of orientation as needed;
• In collaboration with the HR and operations units, prepare documents required for international staff and visitor visas, work permits, and other related personnel requirements stipulated by the Jordanian Government;
• Maintain tracking sheet of Regional Team visas, work permits and residencies and liaise with operations units on necessary renewals;
• Manage logistics and arrangements for workshops, conferences and meetings around the region;
• Communicate with the Regional Team about changes in administrative or operational policies and procedures as necessary and applicable;
• Proactively identify administrative needs;
• Recommend and implement improvements to administrative processes.
Facilities Management:
• 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;
• Track lease schedules and renewals for office, guesthouses and staff residences as needed;
• Raise payment requests for facility-related payments;
• Oversee and support office cleaner.
Supplies and Procurement:
• Receive, log and follow-up on requests from staff for office space, accommodation and supplies;
• Maintain inventory records for office supplies (stationary, cleaning and kitchen supplies, printer toner etc.) and promptly procure additional supplies as needed;
• Ensure all office equipment is stocked with required supplies (toner, paper etc.). Refer any IT maintenance required to IT Officer in Jordan office;
• Act as procurement lead for Regional Office:
o Liaise with procurement team in Jordan office to remain up-to-date on approved vendors, procurement policies and procedures, and other key procurement information;
o Assist Regional Team members with raising purchase requests (PRs) and work with suppliers to provide price estimations of goods requested;
o Generate all required procurement documentation and maintain records and files in an impeccable manner;
o Coordinate with Regional Finance Officer to make sure the payments are processed and delivered to the suppliers;
o Maintain the IRC Purchase Request Tracking Sheet;
o Maintain good professional working relationships with suppliers and contractors whilst strictly adhering to IRC’s anti-corruption guidelines and IRC’s code of conduct.
Visitors:
• Maintain and regularly update visiting staff schedule;
• Identify office space or desk for visiting staff use as needed;
• Manage hotel bookings as required for visiting staff, consultants etc., including ensuring prior approval by an authorized supervisor and recording of accounting expense codes;
• Work with Jordan operations team to maintain a schedule for occupancy of the IRC guesthouses;
• Arrange for all arrival and departure, pick up and drop off from and to airport;
• Communicate with visitors to confirm arrivals, accommodations and any transport requirements;
• Ensure visitors are advised in advance of all arrangements and provided with a pre-arrival package including contacts and latest visitor security protocols;
• Ensure visitors are provided with a phone and any security updates if needed upon arrival;
• Verify hotel billings and prepare related payment requests.
Travel:
• Work with Regional Team members and travel agents to identify desired travel itineraries as needed;
• Receive approved travel request forms from staff and work with travel agents to book tickets;
• Log all booked travel in tracking sheet shared with the Regional Finance Officer.
Other responsibilities:
• 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.
Job Details
| Date Posted: | 2016-07-17 |
| Job Location: | Amman, Jordan |
| Job Role: | Administration |
| Company Industry: | Community/Social Services/and Nonprofit |
Preferred Candidate
| Career Level: | Mid Career |
| Degree: | Bachelor's degree |
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