مطلوب موظف اداري للعمل لدى هيئة اجيال السلام في الاردن

تعلن هيئة اجيال السلام في الاردن عن حاجتها الى:

Administrative Assistant

1.    Purpose of the Position: 

The Administrative Assistant will support in receptionist duties and will be responsible for providing administrative support in order to ensure that municipal services are provided in an effective and efficient manner with performing a variety of associated administrative, staff support, tracking equipment and supplies needs; coordinates and facilitates meetings as appropriate. In addition to providing timely, effective and accountable procurement and logistics support and any related GFP events logistics support.  

2.    Responsibilities:

Administration: 

• Cover Receptionist duties when needed. 
• Provide needed Clerical work when requested. 
• Manage and coordinate transportation requests for staff members and guests. 
• Maintaining and updating transportation log on daily basis and GPS data for all GFP vehicles. 
• Check invoices related to all suppliers and prepare payment requests, receipt vouchers and matrixes respectively. 
• Monitor regular office supplies and stationery and refill on time manner. 
• Perform data-entry, documentation, tasks and maintain spreadsheets, translation of documents from English to Arabic and Arabic to English printing and filling duties 
• Maintaining and updating Anti Money-Laundering and Anti-Terrorism Watchlist checks. 
• Provide general administration support for all GFP departments. 
• Support in work permits and residency for international staff. 
• Handle Orange mobile invoices for GFP Staff and Prepare the monthly deduction sheet. 
• Lead responsibility for DHL shipments, invoices and payments. 
• Handling info email and make sure to forward the emails correctly. 
• Maintaining and updating Electricity and Water bills sheet and file a scan each on monthly basis. 
• Assists with other administrative tasks as requested. 
• Support administrative work as directed by the Senior Admin and Procurement Officer. 
• Assist in the preparation and implementation of financial processes as needed. 
• Assist in ensure proper functioning of travel systems and procedures, including transportation and accommodation arrangements, service provider (travel agent, hotels & car service) management, application and approval mechanisms, payment of services, and tracking staff travel movements (arrivals/departures). 
• Assist the process of issuing visas, travel, accommodation, and schedules and itineraries. 

Procurement & Logistics: 

• Support in filling forms and templets for any procurement process. 
• Support in preparing and issuing procurements contracts and long-term agreement. 
• Maintain proper documentation of all procurement process and update procurement tracking accordingly. 
• Help with administration of Procurements files and relevant documents, including the filing of documents physically and electronically. 
• Assist in the coordination of delivery between supplier and GFP. 
• Help in preparing price quotations and letters as directed by the Senior Events and Marketing Officer. 

Events Management:  

• Support in the preparation for any event related to GFP. 
• Assist in organizing the hosting of meetings, training, events; including but not limited to the coordination of venue, supplies, meals, ...etc. 
• Help in Liaising with Communications Department to coordinate cross functional tasks in GFP events. 
• Support the Senior Events and Marketing Officer in protocol arrangements for VIP visitors to GFP HQ. 
• Contributing and brainstorming ideas in support of all GFP premises events

3.     Key Results Areas: 

• Maintaining and updating transportation log on daily basis and GPS data for all GFP vehicles and update it on weekly basis. 
• Handle Orange mobile invoices for GFP Staff and Prepare the monthly deduction sheet. 
• Support the administrative officer in work permits and residency for international staff. 
• Check invoices related to all suppliers and prepare payment requests, receipt vouchers and matrixes respectively. 
• Status of updating of Salesforce and Watchlist databases. 
• Provide procurement and logistics support for all GFP Programmes and Events . 
• Provide general administration support for all GFP Programmes and departments. 
• Personal Development, Continuous learning and improvement.

4.    Generations For Peace Values: 

• Leadership: demonstrating leadership and fostering leadership in others, both within the Programmes Department and with Delegates and Pioneers in the field. 
• Respect & Tolerance: showing respect and tolerance for all, within the Programmes Department, within the wider GFP office, with Programme Partners, and with Delegates and Pioneers in the field. 
• Empowerment & Teamwork: supporting Programmes Department members and Delegates and Pioneers in the field, through proactive delegation skills and coaching and guidance to empower them and encourage creativity, use of initiative, and positive participation in teamwork. 
• Responsibility: demonstrating and encouraging responsibility, accountability and transparency, professionalism, care and diligence in respect of all people and property, and the brand and reputation of the organisation; seeking quality, effectiveness, sustainability, efficiency and good value for money; to maximise positive impact whilst minimising risk

5.    Education, Qualifications, Competences, Skills Required: 

Essential: 

• University bachelor’s degree essential, preferably in a relevant discipline. 
• At least 2 years’ professional experience in Administration, Procurements and Events. 
• Excellent spoken and written English. 
• Experience of working in a team and under pressure. 
• Good computer skills (documents/spreadsheets/databases/presentations/calendars/email). 
• Ability to plan and organize and work in a systematic and organized manner. 
• Detailed oriented and Ability to priorities competing demands. 
• Strong team player with high team spirit and positive attitude. 
• Flexibility under pressure and in response to changing needs. 
• Initiative, stress tolerance and reliable. 
• Ability to build relationships quickly with a wide variety of people, both internally and externally 

Preferred: 

• Master’s Degree, in a relevant discipline. 
• Experience in translation English to Arabic and Arabic to English. 
• Previous INGO experience is preferred.

*Candidates are encouraged to apply before the deadline as the job advertisement will be closed once the position is filled. (First Screening process will be on 25-April)

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