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Lead the office on administration procedures, maintain and develop administrative procedures as well as manage the archives and records of Amman office according to IFRC guidelines
Line manage and supervise with coaching the support staff of the office, including the two drivers/administrative assistants, housekeeping staff and casual labourers.
Ensure appropriate legal services are provided to Amman office by exploring all possibilities.
Arrange the “Welcome” package for each arriving staff /delegate/visitor, to include information on the country, security and general information and arrange briefing programme as relevant
Documentation management including preparation, tracking and ensuring proper filing systems are in place for the office
Provide various PA duties including management of HoCO’s diary; drafting letters/faxes and other correspondence, taking minutes of staff meetings, drawing up programmes for selected visitors to Amman office
Manage the translation service, including an in-house translator and out-sourcing to external translation and interpretation companies as needed
Manage procurement, import and export for Amman office according to IFRC standards
Manage Amman office’s vehicle fleet according to IFRC standards, and manage vehicles movement and field trips and ensure adequate security for the office and its properties.
Manage two drivers/administrative assistants and co-ordinate their assignment and workload
Responsible for booking flights, arranging transport, obtaining visas and permits for delegates, staff and visitors
Arrange accommodation for delegates and visitors.
Liaise with travel agents, airlines, hotels and other administrative related service providers and suppliers to ensure the most appropriate and cost efficient services and flights.
Provide administrative support to all hosted PNS and contribute to the development and implementation of administrative issues in integrated agreements when applicable.
Ensure that the office premises are adequately maintained and that the office utilities (electricity, water, telephone, fax, e-mail, office security system, garbage services) are functioning properly and invoices paid to services providers.
Identify apartments for expatriates and ensure that all houses leased are equipped according to the standards list and properly maintained according to contract with the landlord and Federation rules.
Ensure timely renewal of lease agreements
Ensure that all personnel have a well-equipped workstation and attend to any requests regarding stationery and furniture.
Supervise the receipt and safe storage of all goods and stationeries in the office. Ensure that adequate systems for stock control are in place including physical stock take every six months for office or household furniture and equipment.
Organise at least once a year physical stock takes and check all fixed asset movements and disposals in order to reconcile and update the record on the Fixed Asset Register and the Insurances contract.
Inform the Finance Manager of the results and any discrepancy. Evaluate the depreciation of all assets and organise with the concerned staff the disposal according to the Federation procedures.
Maintain adequate insurance for Federation assets
Manage and control all maintenance work done for the office and delegates houses according to approved request and submit payment requests to the finance manager on a monthly basis
Administer cell phone SIM cards and Blackberries for authorised staff as well as office landline telephones for all staff and ensure effective cost monitoring and reimbursement of private calls.
Any other task assigned by the line manager
Job Details
| Date Posted: | 2016-10-12 |
| Job Location: | Amman, Jordan |
| Job Role: | Administration |
| Company Industry: | Administration |
| Monthly Salary: | US $1,500 |
Preferred Candidate
| Career Level: | Mid Career |
| Nationality: | Jordan |
| Degree: | Diploma |
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