Administrative Officer

Job Title:

Administrative Officer

Job Holder Reports To:

Logistics Manager

Reporting to Job Holder:

• Cleaners
• assistants

Overall Purpose:

Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care the administrative Officer supports many of the office activities of the programme.

On a day-to-day basis the administrative Officer carries out a variety of functions required to ensure the office needs of the programme are met and that all administrative activities are delivered efficiently, accurately and on-time. All activities are carried out in line with Medair policies and procedures and according to any applicable donor, GSO or field guidelines.

Project Overview:

Medair’s programming in Jordan serves refugees and vulnerable Jordanians in addressing their health, social protection, and psychosocial support needs in rural and urban (non-camp) settings.

FUNCTIONAL PERSONNEL LINKS

Internal:

• Project Managers
• Monitoring and Evaluation Officer
• Assessment Leaders
• Medair Program and Project Support team

External:

• Suppliers
• Government
• Local and International NGOs and relevant UN agencies

Major Duties and Responsibilities:

Administration:

• Provide high quality translation of documentation in both English and Arabic. And Interpreting services in some events.
• Proactively cultivate a warm and welcoming office environment among visitors and team members.
• Supervise a team of cleaners to maintain a healthy, clean, environment in all Medair facilities.
• Manage office supply inventory by placing orders, providing accurate reports, and monitoring consumption rates.
• Coordinate booking systems for shared office spaces and resources, such as meeting rooms.
• Carry out the day-to-day front desk management functions, including, but not limited to, welcoming visitors and staff.
• Support in event planning, including whole team outings, trainings, and workshops.
• Ensure the smooth facilitation of facility maintenance functions by receiving, tracking, and coordinating maintenance requests.
• Prepare, track, and maintain the numbering of all external official correspondences.
• Support with general staff messages/announcements via all available means (WhatsApp, Teams, Emails…. etc).
• Coordinate travel, including collecting relevant documents, booking hotels, securing keys to Medair facilities, and planning airport transfers.
• Oversee the preparation, upkeep, and smooth operations of all accommodation facilities for international staff and visitors.
• Track all facility utility invoices and payments.
• Support with other related administrative tasks and needs, as requested by line manager and senior management.

Communication :

• Provide training, advice, mentoring and coaching as required to programme base staff.
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships.

Staff management :

• Manage and oversee cleaners, including day-to-day management, development and training, performance reviews, etc.
• On occasions work with casual labour (including hiring, co-ordinating workload and payment) to achieve specific, time-bound tasks
• Support with other related tasks, as requested.

person Specification

Qualification / Experience

Vocational qualification

Essential:

University degree in relevant background.

Work experience

Essential:

• At least 3 years post-qualification professional experience.
• Work experience in administration.

Desirable:

2 years post-qualification professional experience in an NGO setting.

Languages

Essential:

Excellent English (spoken and written).

IT/ IM

Essential​:

Computer literate with excellent working knowledge of Microsoft office applications.

Competencies

Motivation​

Essential:

• Enjoys a challenge and works hard to achieve objectives.
• Solution-oriented approach.

Desirable:

• Enthusiastic.
• compassionate.
• self-motivated.
• energetic.
• autonomous.

Technical expertise

Essential:

• Problem solving ability.
• Competent with administrative tasks.
• Commitment to best practice.
• Attention to detail.

Desirable:

Able to provide professional interpreting .

Team building

Essential:

• Team-player with good inter-personal skills.
• Good inter-personal skills.

Desirable:

• Encouraging.
• supportive.

Adaptability

Essential:

• Capacity to work under pressure and manage personal stress levels.
• Creative, open-minded, flexible, self-learner.
• Can prioritise work to meet deadlines.

Desirable:

Willingness to be stretched professionally.

Duration of commitment:

Till 31/12/2023 with possibility of extension (subject to funding and performance).

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