Admin Assistant
Admin Assistant
Job Purpose
Under the supervision of the Administrative Manager in Amman, the Admin Assistant main role is to
support the Administration department with one or more technical aspects of its work (finance,
accounting, administrative management, HR) while applying defined procedures and rules.
The admin assistant will ensure day-to-day implementation, follow-up and administrative
management of tasks assigned to him/her by the line manager.
Main Duties and Responsibilities
Finance/Accounting
• Cash management for a site: make payments, inventories.
• Manage of petty cash, keeping track of receipts and invoices, updating and reconciling
cash/bank journals and balances, for the preparation of the monthly accounting in accordance
with MdM procedures.
• Manage advances for logistics staff and manage allowances for expatriates.
• Assist the Admin Manager with preparation of fund request.
• Conduct a weekly cash count with the Admin Manager.
• Cash accounting for the site (bookkeeping, SAGA records, check consistency of invoices)
• Process the mission’s accounting documents (copies, scans, filing, archiving) in accordance
with MdM procedures.
• Ensure that expenses are justified according to MdM and Donor’s procedures.
• Report on malfunctions detected (cash accounting errors)
• Scan and check the partners accountancy and flag up incompliance and discrepancies to the
admin manager.
• Prepare meetings and communicate with Partners` Admin staff as per the admin manager
delegation/decision.
• Manage bank transactions, communication, admin processes and documentation as per the
line manager instructions.
Human Resources
• Collect and process time sheets.
• Create and update physical personnel files.
• Contribute to recruitment (job advertisement, CV screening, send invitations to interviews,
compile candidate applications, plan inductions, etc.).
• Monitor leave and absences.
• Contribute to monitoring contracts (end of trial period, changes to contracts, etc.)
• Collect and communicate information required to establish the payroll (leave, overtime, salary
advances, etc.) and post-payroll payments (reporting to social agencies, tax authorities, etc.)
• Print and distribute pay slips.
General Administration
• Travel management (visas, Admin process, bookings if needed … etc.)
• Provide reception duties and refer visitors
• Translation when necessary
• Performing any other additional duty upon request of the line manager
• Write documents, memos, reports, and letters
• Participate in drafting departmental activity reports
The tasks and responsibilities defined in this job description are not exhaustive and can evolve
depending on MdM needs.
Education and Experience
• Minimum Three to four years’ higher education. Qualification in accounting, Finance, HR or
any relevant field.
• Two years’ work experience in similar position. Preferably with a humanitarian organization
• Previous experience with MdM is an asset
Knowledge, Skills and Personal Attributes
➢ Know and apply rules relating to the field of activity
➢ HR knowledge and sensitivity
➢ Ability to use Excel and the Microsoft Office Pack.
➢ Identify, analyze and summarize important information to be reported and other information
in the relevant area
➢ Design and check information in the relevant field
➢ Organize and prioritize activities
➢ Use a filing and archiving method
➢ Draft notes, documents and reports relating to the relevant field
➢ Work in a team
➢ Ability to work under pressure
➢ Knowledge of SAGA tool is a plus
Languages:
➢ Fluent in Arabic and good knowledge of spoken and written English
