Reception and Admin Assistant (INT9045)
JOB DETAILS
DIVISION: INTERNATIONAL/Supply & Logistics
TEAM: Admin
LOCATION: Amman
CONTRACT TYPE: Fixed term contract, 1 year
GRADE: E2
JOB FAMILY: Supply & Logistics
SALARY: JOD 9,450/ Annually Pro Rata
HOURS: 40 hours/ Week
FLEXIBLE WORKING: We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you.
DIVISION PURPOSE: To work with others to find lasting solutions to poverty and suffering
TEAM PURPOSE: To ensure Oxfam has the HR and administration capacity to develop and deliver high quality programmes in Jordan
JOB PURPOSE: To provide human resources and administrative support, contributing to the effective delivery of the Country programme and enhancing the organisation’s performance through our people.
POST HOLDER REPORTS TO: Senior Administration officer
JOBS REPORTING TO THIS POST: None
BUDGET RESPONSIBILITY: None
DIMENSIONS OF THE ROLE
- Providing support and information on areas of work covered in their remit.
- Implements departmental plans to agreed standards.
- Assists with the development and solutions to problems and responds to routine problems.
- Some flexibility to anticipate and resolve challenges within departmental parameters in own work area.
- Day to fay planning in line with departmental/ divisional priorities.
- Communicates both internally and externally to give and receive information.
- Draw from a number of information sources to inform individual and group decisions.
- Solves basic problems, which have some variety, and takes decisions based on a number of possible options.
- Communicates widely within the department, with some Oxfam contacts and/ or wider external contacts as required.
KEY RESPONSIBILITIES
Receptionist
- Take and transfer all incoming phone calls
- Receive visitors and escort them to meetings/individuals’ offices
- Keep a booking system for the meeting rooms, and arranging for events
- Keep telephone contact lists of staff and visitors in all locations up to date and accessible in Box
- Ensure outgoing mail is registered and delivered timely (in coordination with Log Department)
- Ensure outgoing courier mail or parcels (DHL) are registered and delivered to courier office timely (in coordination with Log Department)
- Maintaining (telephone) contact lists for government offices, INGO’s, UN Agencies and other external organizations and ensuring that they are always available
- Assist in making appointments with external organizations, in particular Government Authorities
- Assistance in organizing meetings, workshops, seminars etcetera for programmes and departments
- Provide staff with ID badges and/ or business cards
- Introduce new starter to all staff.
Stores & Utilities
- Provide daily administration sufficient stocks for stationery, tea supplies, and cleaning detergents for the office,
- Preparing the necessary requisitions for supplies and utilities based on the registers provided by Logs and cleaners.
- use bin card system to label all stocks
- Receiving and distributing mails
Admin
- Manage and provide general administration support for Jordan office, MENA platform and CaLP
- Organise meeting and events for the Jordan office, MENA platform and CaLP
- Travel arrangement for Jordan office, MENA platform and CaLP staffs and prepare payment to the service provider.
- Lesion with Admin & Liaison Assistant to ensure staff ID and permits to enter in Zaatari camp
- Arrange airport pickups and drop off for MENA platform staff members and manage the service provider bills
- Facilitate hotel booking and reservation to Jordan office, MENA platform and CaLP staffs and prepare payment to the service provider on time.
- Monitor regular office supplies and stationery and refill on time manner.
PERSON SPECIFICATION
Most importantly, every individual at Oxfam GB needs to be able to:
- Live our values of INCLUSION, ACCOUNTABILITY and EMPOWERMENT (read more about these here).
- Ensure you commit to our ORGANISATIONAL ATTRIBUTES (including adhering to the Code of Conduct):
- Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability or class"
- Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.
Experience, Knowledge & Competencies
Essentials
For this role, you will need to model Oxfam’s feminist leadership approach so we have selected the most relevant feminist leadership practices which we will use for assessment purposes (which you can read more about here):
- Self-Awareness
- Good knowledge management of communication system
- Excellent organization skills
- Able to work under pressure and flexible working days /hours
- Strong computer skill including ability to work with windows competently and accurately. Email operation
- Excellent communication skills, both oral and written
- Creative thinking
- Fluency in English language
At interview, shortlisted candidates will also be assessed on our values and organisational attributes, as outlined above.
Desirable
- Patient, courteous, empathic, and fun personality
- Efficient and organized
- Ability to prioritize work according to importance and deadline; meeting conflicting work demands.
- Has initiative, patience, tact, and able to work with minimum supervision
- Manages own time and deals with some conflicting priorities without upward referral.
- Demonstrates adaptability and flexibility in all aspects of working.
- Influences decision-making on specific issues relating to routine projects and tasks.
- Ability to work effectively in a team and support others in their work.
- Makes decisions on routine matters without close supervision.
- Takes responsibility for expanding own knowledge.
- Shares knowledge and improvements and may supervise the workflows of others.
Safer recruitment: All offers of employment are subject to satisfactory references and appropriate screening checks (which can include counterterrorism, safeguarding and criminal records checks). You can find out what this means here.
Our values and commitment to safeguarding
Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.
All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.
We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.
How to apply
As part of your online application, please upload your up to date CV and a covering letter explaining your suitability against the essential criteria in the job profile.
About us
Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.
Oxfam GB is a member of international confederation of 21 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries.
A thriving diverse Oxfam:
It’s people power that brings about change. To play our part as a global organisation working to overcome poverty and inequality, we need equality, diversity and inclusion across our community of staff, partners and volunteers. Together, we’re committed to becoming a more diverse workforce, better able to tackle the global challenges that face our world today.
To do that:
- We need to dismantle the unequal power structures that exist everywhere, this including Oxfam and the wider development and charity sectors.
- We need an inclusive Oxfam where everyone can bring who they are to our work and feels celebrated for the differences they bring.
- We want and need everyone, and that means we need you.
In response to Covid-19 if you are offered a role where you are required to travel between countries please ensure you have been briefed by the Hiring Manager about any changes to working or precautions you should take as part of your role.
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