تعلن منظمة كير الدولية في الاردن عن حاجتها الى :
Administration Assistant
Introduction
CARE is a leading humanitarian organization fighting global poverty. We seek a world of hope, tolerance and social justice, where poverty has been overcome and people live in dignity and security. CARE International aims to be a global force and a partner of choice within a worldwide movement dedicated to ending poverty.
Role summary
The Administration Assistant of CARE Syria Country Office ( CSCO) is responsible for overall front office activities, including the reception area and mail. S/he will organize office communication and activities on a day-to-day basis. Her / His primary responsibilities include handling incoming calls and visitors, while maintaining office common areas and facilitating meetings. Responsibilities within the office will be added to this entry level position with continued experience and growth. Must be reliable, punctual, organized, and have demonstrated ability to juggle multiple priorities in a very busy office. Should have excellent interpersonal skills, pleasant phone manner, typing ability (data entry), and familiarity with Word and Outlook are required and has very good command of Arabic and English Languages (spoken/written).
RESPONSIBILITIES AND TASKS:
Job Responsibility # 1: Receptionist
- Manages the reception area which includes handling of visitors, managing communications and providing assistance for the smooth functioning of the office.
- Ensure front office is tidy and presentable and has proper branding of the organization.
- Greets visitors and escort them to the right staff member
- Track/request office supplies and stationary as needed
- Organize and coordinate transportation as needed
- Answer and forward phone calls/messages to appropriate staff.
- Accept deliveries, including packages, certified and registered mail and communications sent by courier and ensure delivery to appropriate staff.
- Support in managing conference room reservations and organize all aspects for meetings
- Serve as point person for organizing all large mailings
- Update various spreadsheet sheets and other general administrative duties as needed
- Processing requisition for payment to vendors and suppliers with Finance Unit.
Job Responsibility # 2: Procurement related support
- Working in CARE software system (people soft) to raise PRs, and issue GRNs.
- Prepare petty cash vouchers and liquidation including all supporting documents
- Follow up with vendors and arrange for supplies receipt inside the CSCO-HQ office.
Job Responsibility # 3: Admin related support
- Manages the reception area which includes handling of visitors, managing communications and providing assistance for the smooth functioning of the office.
- Ensure front office is tidy and presentable and has proper branding of the organization.
- Supervises the maintenance of office equipment, including copier, fax machine, etc.
- Track/request office supplies and stationary as needed
- Organize and coordinate transportation as needed
- Answer and forward phone calls/messages to appropriate staff.
- Travel Management:
•Make sure that the TAF form is filled and signed properly from the traveler.
•Contact the travel agency for flight bookings related issues.
•Make the hotel reservations for the visitors.
•Prepare the travel insurance for the travelers when needed .
•Prepare the transportation from/to the airport/hotel or Guest House .
•Deal with all the payments that relates to the ticketing/ travel insurance / transportation/accommodation fees / due payments
- Perform duties as assigned by the Supervisor (Administrative & Procurement Coordinator)
•Make the necessary payments for all admin related vendors.
•Organize and create the official letters for ministries.
Job Responsibility # 4: NES Asset Registry
- To support NES logistics team to Reconcile the assets booked in PeopleSoft by the NES team and linkage of vouchers/supporting documents to the NES asset register.
- get the orientation and road map to complete the asset register and work closely with the finance team in both Amman and North East Syria to achieve this task
QUALIFICATIONS
- Education: Preferably diploma in Business Administration or related field
- Good Planning and organizational skills
- Well-developed interpersonal and communication skills
- Professional appearance and manner
- Computer literacy, specifically MS word for windows
- Minimum 2-years relevant experience
- Very good command of Arabic and English Languages (spoken/written)
- Knowledge and experience in non-profit organization is a plus
- Capacity to deal with ambiguity
CARE USA Core Values Commitment
This Core Values Commitment describes who we are, what we do, and how we do it. It reflects our
Core Values of TRANSFORMATION, INTEGRITY, DIVERSITY, EQUALITY, and EXCELLENCE, which serve as a foundation for all that we do. The Core Values Commitment articulates our shared expectations of each other, including our board, staff, volunteers, interns, partners and contractors globally.
TRANSFORMAT ION
We believe in urgent action, innovation, and the necessity of transformation – within the world and our own organization.
• We work hand-in-hand with communities to fulfill their rights, responsibilities, and aspirations.
• We deliver life-changing and measurable results using innovative approaches that last.
• We strive to improve constantly, learn from mistakes, and embrace change.
• We zealously advocate with stakeholders to meaningfully address the underlying causes of poverty.
INT EGRIT Y
We are accountable to the people and partners we humbly serve, transparently sharing our results, stories and lessons.
• We demonstrate our unshakable commitment to people by exemplifying strong moral character and a desire for trust.
• We are accountable to and transparent with each other, donors, partners, and the people we serve.
• We comply with applicable laws and regulations, as well as CARE’s policies and procedures.
• We are responsible stewards of the funds entrusted to us, and strive to eliminate unnecessary expense.
• We do not engage in or tolerate fraud, dishonesty, theft, corruption, nepotism, or bribery.
• We avoid and report conflicts of interest and any situation that may create the appearance of a conflict.
DIVERSIT Y
We know that by embracing differences, actively including a variety of voices, and joining together we can solve the world’s
most complex problems.
• We celebrate diverse working environments where all individuals can be successful and thrive.
• We recognize that CARE’s strength is derived from the commitment, dedication and expertise of our employees and partners.
• We listen to and value the views of others.
• We believe that by embracing diversity we can solve the world’s most complex problems.
EQUAL IT Y
We believe in the equal value of every human being and the importance of respecting and honoring each individual; we know
that change happens through people.
• We believe in the equal value, respect, and honor of every human being.
• We strive to end all forms of oppression, exploitation, discrimination, harassment, retaliation, and intimidation.
• We deplore sexual exploitation and abuse of any form, especially that of children.
• We are committed to creating a safe and supportive work environment.
• We promote gender equity and fight for the dignity and human rights of everyone.
EXCEL LENCE
We challenge ourselves to the highest levels of learning and performance, tapping the best of human spirit to create impact.
• We value innovation, passion, compassion, determination, and perseverance.
• We design effective, efficient and impactful programs.
• We unlock unrealized potential by encouraging the pursuit of professional and personal growth.
• We stand with the CARE International Confederation and adhere to the CI Code and its Codes of Ethics and Conduct.
• We adhere to international humanitarian principles and various global standards that CARE upholds.
• We protect CARE’s intellectual property, confidential information, equipment, brand, and reputation.
Other desired Competencies:
- People Skills: Ability to work independently and as a team player who demonstrates leadership and is able to support and train local and international staff and also able to work with disaster affected communities in a sensitive and participatory manner.
- Communication Skills: Well developed written and oral communication skills. Able to communicate clearly and sensitively with internal and external stakeholders as a representative of CARE. This includes effective negotiation and representation skills.
- Integrity: Works with trustworthiness and integrity and has a clear commitment to CARE's core values and humanitarian principles.
- Resilience/Adaptability and flexibility: Ability to operate effectively under extreme circumstances including stress, high security risks and harsh living conditions. Works and lives with a flexible, adaptable and resilient manner.
- Awareness and sensitivity of self and others: Demonstrates awareness and sensitivity to gender and diversity. Have experience and the ability to live and work in diverse cultural contexts in a culturally appropriate manner. Has a capacity to make accurate self-assessment particularly in high stress and high security contexts.
- Work style: Is well planned and organized even within a fluid working environment and has a capacity for initiative and decision making with competent analytical and problem solving skills.
- Knowledge and skills: knowledge of CARE policies and procedures, Sphere and the Red Cross/ NGO Code of Conduct. Requires general finance, administration, information management and telecommunication skills and proficiency in information technology/ computer skills
This job description is not incorporated in the employment contract. It is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments and following discussion with the post holder. The post holder will be expected to work to agreed objectives which should facilitate the achievement of the key responsibilities in accordance with the performance review process