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GENERAL OBJECTIVE AND JOB ENVIROMENT
The Administration Support Assistant for the Middle East Decentralized Unit will have a wide variety of administration and support responsibilities. This position will provide support across areas of finance, accountancy, administration, translation and reception / secretary to the newly created Middle East Unit in Amman.
The position reports hierarchically to HR, Finance and Administration Manager of the MEU, however collaborates and supports all employees of the Middle East Unit.
ACCOUNTABILITIES:
Administration:
- Implement cash management procedures in order to ensure the highest control and security, and ensure cash availability.
- Prepare employment contracts in conformity with legal requirements including specific amendments when necessary in order to ensure local labour and fiscal law compliance.
- Update Social security Tax office employee files in order to meet legal requirements and duties.
- Follow up all expiring rental contract dates and inform the Administration Manager in order to leave enough time to arrange a renewal or look for some other alternative.
- Assist the administration manager in the prevision of monthly treasury and planning in order to ensure the coverage of daily needs, advances on salaries, payroll, etc.
- Process the payment to suppliers and keep strict on all documentation involved, informing the administration manager of any sort of disparity.
- Carry out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
- Classify and prepare all accounting pieces as requested by the Administration Manager.
- File the accounting documents and enter the accounting pieces in the accounting software, with the support from the Administration Manager and/or the Accounting Manager (ACMA).
- Make all administrative information available to the staff (posting, meetings, etc.).
- Keep all documentation and files updated, properly filed and easily accessible for the internal users.
- Follow the travel of the Unit, ensuring accommodation and transportation needs are met.
Translation:
- Translate documents from / to mission language into a local one upon request.
- Translate discussions / meetings as requested
- Ensure confidentiality of all translation is maintained as directed by the Mission/Project coordination team.
- Ensure neutrality and accuracy when translating.
- Declare any “conflict of interest” when asked to translate (e.g. personal involvement) which would necessitate using other staff members for translation.
- Inform international staff about local customs, tradition, etc. that will help understand better the context and better communicate.
Reception / Secretarial duties:
- Receive and welcome visitors.
- Operate the telephone and deal with all incoming, outgoing and transferring of calls.
- Provide general information and refer all non-routine information to supervisor.
- Distribute and handle all incoming and outgoing correspondence.
- Keep the office neat and tidy.
- Help to organize internal and external events (meetings, presentations, etc) in sending invitations, ordering the catering, arranging accommodation, etc.
- Provide administrative support for the organization of trainings: inscription of candidates, filling forms, arranging training space, preparing stationary…
Job Details
| Date Posted: | 2016-09-29 |
| Job Location: | Jordan |
| Job Role: | Administration |
| Company Industry: | Healthcare, other |
Preferred Candidate
| Career Level: | Entry Level |
| Degree: | Diploma |
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