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GENERAL CONTEXT
Médecins Sans Frontières is an international independent medical-humanitarian organization, which offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed or political affiliation.
The MSF movement is built around five operational directorates supported by 23 sections and offices worldwide. MSF OCBA is one of those directorates. The operations are implemented by 41 field teams and 20 mission coordination teams and organizational units based in Barcelona, Athens, Nairobi, Amman and Buenos Aires. The field operations are guided and supported by five operational cells, the emergency unit and other departments supporting operations.
MSF OCBA has three decentralised units in Dakar, Nairobi and Amman (where this position is hosted and currently in the set-up process) which support OCBA’s operations in the respective regions.
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 accountancy, administration, basic logistics, and reception/secretary to the newly created Middle East Unit (MEU) 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:
- Implements cash management procedures in order to ensure the highest control and security, and ensure cash availability.
- Assists 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.
- Processes the payment to suppliers, strictly keeping all documentation involved and immediately alerting the administration manager of any sort of disparity.
- Carries out all accounting tasks and activities in order to ensure strict control of all expenditures and the reliability of statements and documentation.
- Classifies and prepares all accounting pieces as requested by the Administration Manager. Files the accounting documents, with the support from the Administration Manager.
- Ensures that all payments are legal and against proper justified invoices, promoting and sharing MSF principles and values at all levels.
- Makes administrative information available to the staff (posting, meetings, etc.). Keeps all documentation and files updated, properly filed and easily accessible for the internal users.
- Follows up the travels of the Unit’s staff, ensuring accommodation and transportation needs are met.
- Follows up the schedules for applications and renewals of all visas and work permits for foreigners, working with the Liaison Officer to ensure that all employees follow administrative, legal requirements and anticipating in advance their needs
- Ensures all monthly payments in the office (utilities, mobile phone bills, etc.) are timely paid with the support from the Administration Manger.
Logistics:
- Monitors and maintains the stock - including purchasing - of office’s consumables, including stationery, cleaning materials.
- Prepares the purchase order/list under the supervision of the Administration Manager.
- Guarantees communication’s means for the MEU and its staff.
- Ensures availability of functional office spaces for staff and occasionally, accommodation and lodging facilities for global position staffers.
- Maintains updated inventories of assets for both office and guest house.
Reception / Secretarial duties:
- Receives and welcomes visitors.
- Operates the telephone and deals with all incoming, outgoing and transferring of calls.
- Provides general information and refers all non-routine information to supervisor.
- Distributes and handles all incoming and outgoing correspondence.
- Helps to organize internal and external events (meetings, presentations, etc.) by sending invitations, ordering the catering, arranging accommodation, etc.
- Provides administrative support for the organization of trainings: inscription of candidates, filling forms, arranging training space, preparing stationary…
Others:
- Helps with the translation of short documents or letters if required.
- Any other tasks as required and related to the position.
Job Details
| Date Posted: | 2017-01-09 |
| Job Location: | Amman, Jordan |
| Job Role: | Administration |
| Company Industry: | Community/Social Services/and Nonprofit |
| Monthly Salary: | US $1,500 |
Preferred Candidate
| Career Level: | Entry Level |
| Degree: | Diploma |
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