Reception and Admin Assistant (INT9045)
Reception and Admin Assistant (INT9045)
JOB DETAILS
DIVISION: INTERNATIONAL
TEAM: Admin
LOCATION: Amman
CONTRACT TYPE: Fixed term contract, 1 year
GRADE: E2
JOB FAMILY: Property & 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.
