Administration Officer

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Description

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About the Job

The Administration Officer is responsible for the administrative functions of the Regional Office under the supervision of Regional HR & Admin Manager. The Admin officer oversees all aspects of administrative support at DRC Regional office, ensuring efficient operations and procedures.

Your main duties and responsibilities will be:

Office Management:

• Order office supplies, stationary for the office and arrange for business cards for staff as required.
• Oversee all aspects of office maintenance and cleanliness including daily supervision of the office cleaner.
• Attend and receive phone calls to DRC office.
• Stationed at the reception to welcome and greet visitors to the DRC office, and direct them accordingly or escort them to specific destinations.
• Ensure repairs and maintenance of facilities and equipment’s in compliance with DRC standards and procedures.

Travel and Event Coordination:

• Travel booking, managing travel expenses, Hotel booking and expense booking. 
• Arrange transportation when requested and on timely manner.
• Organize meetings/events/trainings and regional workshop when requested including getting the required approval from government for these workshops and meetings.
• Issue pre-arrival visas for participants and add them to the tracking list.
• Ensure meetings for the senior management team are organised and other administrative support as may be required.

Administrative Support:

• Confirm that all administrative expenses for office and guest houses (utilities, telephone, internet, diesel etc) are done through the respective procurement policies and set of required paperwork.
• Ensure all utility payments for expats and for DRC regional office are done on timely basis.
• Confirm that all expenses for any agreements done between DRC and vendors/suppliers are done through the respective procurement policies and set of required paperwork.
• Support in filing and organization of all DRC contracts and archives (commercial, maintenance, and rental…etc)
• Inventory check for all assets in guest houses, ensure that all assets are properly recorded and added to the asset list and get the required signatures Update.
• Keep and update tracking sheet for travel and hotel bookings, visas, and transportation and guest house visitors.
• Prepare monthly time sheet for cleaner.
• Support staff from other legal entities traveling to Amman- Regional Office for business trip in getting their visas, arrange their booking in the guest house/hotels, support in transportation and any other administrative support that may be required.
• Ensure guesthouse stocks and supplies are in place, and monitor their utilization.
• Any other tasks assigned by the supervisor.

Time Management and Organization:

• Prioritizing tasks and managing time effectively to meet deadlines.

About you

To be successful in this role, we expect you to have:

• Bachelor’s degree in relevant field or extensive experience can substitute qualification.
• Minimun (2) years of administration expereicne with INGOs or NGOs.
• Excellent communication skills – verbal and in writing.
• Excellent inter-personal skills and proven ability to negotiate with a wide range of people (internally and externally).
• Ability to adapt to the complex and stressful working conditions of the area of operations.
• High-level knowledge and practice with Word, Excel, Outlook, etc.
• Ability/willingness to work with extremely tight deadlines and multiple tasks.
• Knowledge in working on ERP system.
• Fluency in English and Arabic.

Source: https://candidate.hr-manager.net/ApplicationInit.aspx?cid=1036&ProjectId=171889&DepartmentId=18998&MediaId=5

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