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Amman

    Administration Officer - Amman, الأردن - Danish Refugee Council

    Danish Refugee Council
    Danish Refugee Council Amman, الأردن

    منذ 10 ساعات

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    Job Description



    Description


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    The Administration Officer is responsible for the administrative functions of the Regional Office under the supervision of the Regional HR & Admin Manager. The Administration officer oversees all aspects of administrative support at DRC Regional office, ensuring efficient operations and procedures. Duties and Responsibilities:

    Office Management:

  • Order office supplies, stationery for the office and arrange business cards for staff as required.
  • Oversee all aspects of office maintenance and cleanliness including daily supervision of the office cleaner.
  • Attend and receive phone calls to DRC office.
  • Stationed at the reception to welcome and greet visitors to the DRC office and direct them accordingly or escort them to specific destinations.
  • Ensure repairs and maintenance of facilities and equipment in compliance with DRC standards and procedures.

    • Travel and Event Coordination:

  • Travel booking, managing travel expenses, Hotel booking and expense booking.
  • Arrange transportation when requested and in a timely manner.
  • Organize meetings/events/training and regional workshop when requested including getting the required approval from government for these workshops and meetings.
  • Issue pre-arrival visas for participants and add them to the tracking list.
  • Ensure meetings for the senior management team are organized and other administrative support as may be required.

    • Administrative Support:

  • Confirm that all administrative expenses for office and guest houses (utilities, telephone, internet, diesel etc) are done through the respective procurement policies and set of required paperwork.
  • Ensure all utility payments for expats and for DRC regional office are done on a timely basis.
  • Confirm that all expenses for any agreements done between DRC and vendors/suppliers are done through the respective procurement policies and set of required paperwork.
  • Support in filing and organization of all DRC contracts and archives (commercial, maintenance, and )
  • Inventory checks for all assets in guest houses, ensure that all assets are properly recorded and added to the asset list and get the required signatures Update.
  • Conduct routine/regular visits to local police stations to facilitate the issuance of permits as required by law to facilitate the renewal of pre arrival visas.
  • Keep and update tracking sheet for travel and hotel bookings, visas, and transportation and guest house visitors.
  • Prepare monthly time sheet for cleaner.
  • Support staff from other legal entities traveling to Amman for business trip in getting their visas, arrange their booking in the guest house/hotels, support in transportation and any other administrative support that may be required.
  • Ensure guesthouse stocks and supplies are in place and monitor their utilization.
  • Any other tasks assigned by the supervisor.

    • Time Management and Organization:

  • Prioritizing tasks and managing time effectively to meet deadlines.

    • Experience and technical competencies:

    Required Qualifications:

  • Minimum (2) years of Administration experience with INGOs or NGOs
  • Excellent communication skills – verbal and in writing
  • Excellent inter-personal skills and proven ability to negotiate with a wide range of people (internally and externally)
  • Ability to adapt to the complex and stressful working conditions of the area of operations.
  • High-level knowledge and practice with Word, Excel, Outlook, etc.
  • Ability/willingness to work with extremely tight deadlines and multiple tasks.
  • Knowledge of working on ERP system.

    • Languages:

  • English and Arabic are essential.

    • Source:



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    Administrative Support:

    To help us track our recruitment effort, please indicate in your cover/motivation letter where ) you saw this internship posting.

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