Admin Assistant – North and middle of Jordan

Islamic Relief Worldwide
Islamic Relief Jordan is a country branch of Islamic Relief Worldwide. Islamic Relief Worldwide is an internationally recognized charity, looking back on nearly 30 years of experience in humanitarian and developmental aid. It was founded in 1984 in Birmingham, UK, in response to the devastating famine in the Horn of Africa. Since then, Islamic Relief has grown into a charity that is active worldwide, putting development projects, emergency aid, and rebuilding projects into action in over 28 countries around the world.

Islamic Relief Jordan country office is seeking to hire the following position:
Admin Assistant in Alramtha and Almafrak location with the ability to travel to South of Jordan, Amman, and North area under the overall guidance of the direct Supervisor.

Our values and commitment to safeguarding: IRJ 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 IRJ engages. IRJ 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 organization

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. IRJ 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.

Admin assistant Responsibilities:
The Admin Assistant will be responsible for:

1. Provides information by answering questions and requests.
2. Prepare and modify documents including correspondence, reports, drafts, meeting minutes, memos and emails, schedule and coordinate meetings, appointments and travel arrangements for Managers.
3. Collect data and information from the field / providing input in the completion of the progress reports and potential projects.
4. Send weekly reports of the achievements of the week to Senior public relation & Admin officer
5. Sending out and receiving mail and packages, sending faxes.
6. Call beneficiaries to invite them to attend workshops/lessons and ensure attendance records are well maintained.
7. Ensure that mechanical/electrical equipment are turned off; windows/doors are locked after normal working hours.
8. Ensures maintenance of IRJ office; calling for repairs.
9. Ensure adequate supply of office needs ( coffee, cleaning materials, ….etc )
10. Managing items/voucher’s inventory and Warehouse, and ensure that voucher/goods inventory is done according to IRJ policies
11. Maintains supplies inventory by checking stock to determine inventory needs; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
12. Plan for the awareness sessions and plan for the workshop suppliers and logistics.
13. Assist the senior public relation & Admin officer in organizing and coordinating events, workshops and conferences, and ensure that the project’s workshops goes in line with Islamic Relief policy.
14. Assist in processing employees' health insurance subscriptions and any other related issues.
15. Update mail/phone directories
16. Ensure that beneficiaries receive clear message form Islamic Relief staff.
17. Set a plan to reach refugees in an efficient manner and organize calls and SMS once needed.
18. Communicate with local municipalities to get police for protection and assistance.
19. Responsible to distribute any kind of assistance that is required by the project.
20. Ensure the security of beneficiaries’ database.
21. Held weekly meeting with the field team, to draw on lesson learned, tackle challenges and ensure that the needed supplies are secured before the staring of the distribution
22. Responsible for items security
23. Raise risks to project manager.
24. Ensure that all implementation steps in the project are going well and as planned
25. Submit data analysis and prepare payments once needed
26. Supports in the implementation of all assigned activities for the project.
27. Assist the project manager in executing project deliverables and in providing quality and timely inputs and support.
28. Keep all the project’s documents in good filing.
29. Take initiative in manager’s absence
30. Perform any other task assigned by the senior public relation & admin officer

SKILLS AND COMPETENCE

• Understanding of humanitarian contexts and principles:
• Good understanding of humanitarian issues, with experience of/or ability to work directly with local NGOs or communities.
• Strong problem-solving skills
• Very good team working abilities
• Very good time management abilities.
• Very good judgment and problem-solving skills
• Very good decision-making
  Very good verbal and written communications skills and the ability to relate to people from all backgrounds.
• Consistently approaches work with energy and a positive, constructive attitude.
• Demonstrated ability at being flexible and adapt to changing situations.
• The ability to remain calm while dealing with conflicting priorities and working under pressure.
  Relevant experience in implementing security policy/protocols.

EDUCATION:

• Bachelor’s degree in any field of knowledge preferably (public Administrations , management )
• Minimum Two years professional experience preferably in NGOs, iNGOs, or other institutions.

Languages:

• Fluency in spoken and written Arabic
• Very good spoken and written English

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