Admin Assistant / Receptionist

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Description

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Job Description

• Are you self motivated? Organised with strong attention to detail? Have good communication skills and enjoy working in a fast paced and ever changing humanitarian organisation? Then this position maybe for you!
• NRC is opening an office ‘hub’ in Ramallah and is seeking a motivated team player with strong Microsoft skills (Word/Excel/Outlook) to join the team as the Admin Assistant/Receptionist. You will greet guests and ensure the smooth running of the office in Ramallah among other Administrative tasks.  

Responsibilities

Generic responsibilities 

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

• Adhere to NRC policies, tools, handbooks and guidelines
• Assist with the implementation of the admin function portfolio according to plan of action
• Prepare and develop status reports as required by management
• Ensure proper filing of Admin related documents
• Promote and share ideas for improvement of the support function

Specific responsibilities 

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.

• Be the Receptionist for NRC Ramallah Office, greet guests, inform staff of arrival, ensure only authorised persons enter the office. 
• Responsible for managing the cash box, in line with NRC Palestine Finance SOP and NRC Financial Handbook. 
• Support other West Bank Sub Offices in Administration tasks as requested by the line manager (Nablus, Tulkarem, Hebron). 
• Coordinate with local government authorities upon request for permits/authorisations required for operations. 
• Arrange for visitors’ hospitality arrangements in Ramallah office 
• Coordinate with the landlords for office on issues related to maintenance, utility payments and lease agreements. 
• File administrative documents according to procedures and maintain stock of office supplies in Ramallah office. 
• Purchasing office stationery, phone credit cards and office supplies for office such as Gas, keys, SIM cards etc.
• Ensure new staff in Ramallah have all admin related supplies on their first day in the office 
• Hotels reservations for training, workshops, NRC events, meetings and conferences. 
• Ensure that Ramallah office is kept clean, tidy and organised. Liaise with Logistics when disposal processed need to be undertaken.  
• Responsible for preparing office contingent workers’ payments in line with Finance SOP and passing to Finance
• Responsible for preparing office daily workers’ payments in line with Finance SOP and passing to Finance
• Provide other support as requested by the line manager.

Qualifications

Generic professional competencies: 

• Experience from working as a Support Function Assistant in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Strong Knowledge of English (reading and writing)

Context/ Specific skills, knowledge and experience: 

• Fluent in Arabic 
• Analytical skills
• Proven ability to plan and implement
• Motivated and keen to learn
• Strong organisational and team working skills
• Good cultural awareness and sensitivity
• Good computer application skills in Microsoft Excel, Word, PowerPoint, database and network communication

Source: https://ekum.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_2019/requisitions/job/15990

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