Background/IRC Summary:
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.
The International Rescue Committee began relief operations in Jordan in 2007. Working together with six national and international organizations, and 19 community-based organizations, the IRC has provided 20,000 vulnerable Iraqi refugees with humanitarian assistance, mental health support and informal education.
Job Overview/Summary: Under the supervision of the Administrative Manager, the Administrative Assistant will be support administration-related activities in IRC’s offices in Jordan (Country, Regional, Syria & SSU office). To undertake activities and perform duties in compliance with IRC policies and procedures.
Major Responsibilities:
- Responsible on drafting all official correspondence letters, sort and filing mails, documents and deliveries. Record details of all IRC office mail pouches and international Skypack delivery and ensure timely distribution to recipients.
- Follow up on the utilities for the apartments used by IRC international staff and IRC’s offices, water, electricity, gas and fuel bills. Follow up with the guards of the apartments to collect the bills and check if any major maintenance is needed; and ensure that the bills is paid in a timely manner.
- Raising PRs for the kitchen, office and stationery supplies whenever needed.
- Preparing payments for the accommodation once the invoices received.
- Helping the admin officer in preparing the leases forms and payments of the lease agreements.
- Follow up with the cleaners that IRC’s offices and buildings are maintained and all the needed supplies are provided; kitchen supplies, cleaning materials and maintenance tools.
- Maintain inventory records for office supplies (stationery, cleaning and kitchen supplies, etc.) and promptly advise SC department of restocking needs, Oversee kitchen activities.
- To be responsible for the assets inventory and photos taking for the new apartments (electrical machines and furniture e.t.c
- Conducting the handover process upon the expiry date of the apartment agreements.
- Perform all other ad-hoc duties, as and when assigned by supervisor such as raising PRs, proceeding payments checking offices’ needs and other tasks.
Key Working Relationships:
Position Reports to: Administrative Manager
Position directly supervises: N/A
Indirect Reporting: Support Services Coordinator
Job Requirements:
Education: University degree in Business Administration or a relevant field
Work Experience: Minimum of 2 year of professional experience in office administration, preferably with an international NGO or multi-national firm
Demonstrated Skills and Competencies: Self-motivated, honest, highly responsible, and punctual, Ability to improvise and be flexible when needed working under pressure. Excellent communication skills both verbally and in writing.
Language Skills: very good in Arabic and English
Certificates or Licenses: Proficiency in Microsoft Office
Working Environment: IRC is an Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.
