Admin and Liaison Assistant

26 يونيو، 2023

0 2 2 دقائق

Duties and Responsibilities

Ensure that all international staff have valid visas and or work permit, and ensure no overstay penalty is paid for any of them. And submit the visa FU report to line manager on a monthly basis.
Prepare letters for Embassies and other relevant Gov. Offices for various purposes (Visa request, Work permit request, Registration, travel permit, etc.).
Fix appointments for Acted senior management staff with authorities as per requirements.
Share any updated legislation, law and policies released by country authorities with senior Management staff.
Collect and distribute mails received though Acted’s P.O Box.
Assist HR Department when organize seminars, conference, work shop etc.
Maintain proper filing for the admin related documentation, soft and hard copies.
Maintain the admin server organised and up to date.
Regular communication with Acted HQ (Hub Officer) regarding (travel of all international staff, visa request and legal issues linked with HQ).
Book flights for Acted staff through the local supplier andor though HQ, and submit monthly flights follow up tracker to line manager, in addition to collecting and filing the boarding pass for each flight booked.
Prepare welcome packages and welcome emails for new staff.
Submit order forms (purchase requests) as requested and when needed.
Follow up with the lawyer for the issuance of work permits, residencies and other legal matters.
Prepare Contact list for Amman based staff and share with line manager monthly.
Prepare World Directory for Amman based staff and share with line manager on a monthly basis.
Book hotels for new staff or for meetings when needed.
Renew offices licence and registrations when needed.
Issue Acted ID cards for new staff or when needed.
Manage the monthly Induction process for New Joiners and liaise with all Departments in the mission to do their inductions.
Draft the needed MEMOs to explain admin related processes and procedures e.g. flights booking process, issuing visas and work permit process, etc.
Mange the meetings rooms schedule.
Manage Cleaners Schedule and all related issues such as attendance, leaves , performance tracker, etc..
Any other relevant HR or Admin related task requested by line manager or the senior management.

*Acted's proposed monthly salary: 745JOD's

Skills

QUALIFICATIONS:

Bachelor’s degree in business administration, Management or any related field;
Minimum two years of experience in Administration & Liaison work. preferable within an INGO experience.
Ability to perform more than one task (multitasker), and excellent follow up skilled.
Good knowledge of the country laws and latest updates.
Familiar with the governmental transactions & process.
Strong negotiation skills and flexibility in cultural and organizational terms.
Fluent English and Arabic (written and spoken).
Ability to work under pressure in a high-pace environment.
Good organisational and prioritisation skills.
Proficiency in Microsoft Office, Microsoft Excel, and Publisher.
Strong interpersonal and analytical skills.
Aware of Jordan regulations and have a good communication with internal and external parties