Administration Officer

Administration Officer

Scope of Work

Position Description

We are seeking a highly organized and proactive admirative assistant to manage the day-to-day administrative affairs at our office in Amman – Jordan, where she will handle the following duties:

Key Duties and Responsibilities

• Manage Reception Office: Receive visitors, calls, mail, shipments, and manage logistics with the office boy and drivers
• Manage office operations: Oversee daily office activities, including managing office supplies, equipment, and facilities maintenance
• Prepare and Save Correspondence in both Arabic and English professional languages
• Procurement: Assist in obtaining offers for services and purchases, negotiating prices, keeping a database for vendors and suppliers, keeping a log of professional subscriptions and membership and maintaining renewals
• Office Supplies & Stationery: Obtain offers, order and custody of all office supplies and stationery and printing material
• Travels: Arrangement of air flights, accommodation, per diems, and transportation according to the company policies and templates, fill out travel requests, and receive receipts and ticket stubs from staff upon return
• Site Visits: Arrange site visits for staff to specific projects and fill the required forms
• Meetings and Workshops: Arrange meetings, trainings, workshops, scoping sessions, hospitality requirements, printing material, agendas, list of invitees, and support in installing meeting equipment (Data show, virtual meetings invite, etc.)
• Office Maintenance: Ensure required maintenance is arranged in the office for equipment (Printers, Photocopier, IT software and equipment)
• Secretarial Support: provide support to supervisors and colleagues in general secretarial work (Printing and photocopying, Typing, translating, filing and archiving, etc.)
• Maintain required databases: Data collection and retrieval
• Communication: Serve as the point of contact for internal communication.
• Perform other related duties as required and assigned

Qualifications and Competencies

• A university degree in administration, economics, or any related field
• Minimum of 3 years of experience
• Excellent in MS Office (Excel, Word, PPT, Outlook)
• Excellent command in both Arabic and English (Written and Spoken)
• Strong interpersonal and communication Skills
• Strong Organization skills
• Strong problem-solving skills and ability to make sound decisions

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