Secretary / Coordinator (SOS Children’s Village ) – Irbid
Position Title : Village Secretary / CV Coordinator
Location: SOS Children’s Village – Irbid
direct superior: Village Director / Assistant Village Director
The Village Secretary is responsible for the reception and secretarial duties of the SOS Children’s Village. In addition, she also coordinates the activities of the International Sponsorship Programme at the Village level. Since her work involves frequent dealings with the public, she must have a friendly, courteous, professional and efficient approach. She is furthermore responsible for receiving, storing and issuing equipment, material, drugs / medicines, foodstuffs or other consumable goods within a SOS project.
Detailed Description of Tasks & Responsibilities:
This job description outlines only the general scope of activity and the basic tasks and responsibilities associated with this position. It may be supplemented with a more detailed definition of tasks and responsibilities and is subject to change at the discretion of the employee’s immediate supervisor.
1. Provides Secretarial Support
a) Types work presented by the Village Father, Village Administrator, or other office staff. Circulates memos and other documents as directed by the Village Father.
b) Answers all routine correspondence independently. Deals with more complex matters in cooperation with the Village Father.
c) Schedules meetings and appointments, and arranges travel reservations for office staff.
d) Prepares agendas and records minutes of staff meetings. Observes strict confidentiality with regard to the proceedings of all meetings.
e) Performs other secretarial tasks such as photocopying, binding and filing.
f) Maintains a Stationary Register. Ensures that there is always a sufficient stock of envelops, stamps etc. Obtains and distributes new supplies as necessary.
2. Ensures the Smooth Flow of Correspondence and Communication
a) Operates the switchboard, making out-going and receiving incoming calls. Assists callers as required and takes messages if necessary.
b) Places telephone calls and sends faxes for office staff. Maintains a fax register. Ensures all personal calls and faxes are charged to the person concerned.
c) Receives and distributes incoming mail, and prepares all outgoing mail. Registers all outgoing mail and arranges for it to be posted. Dispatches urgent mail by courier.
3. Creates a Welcoming Atmosphere
a) Welcomes all visitors and ensures they receive any assistance they require, or are directed to other staff members as necessary. Ensures all visitors sign the Visitor’s Book.
b) Organises refreshments for guests and assists with the organisation of special Village functions. Ensures guests staying in the Guest House are made comfortable, and that all necessary arrangements are made for their stay.
c) Ensures there is always someone to perform reception duties, if absent for any period of time.
4. Coordinates International Sponsorship Activities at the Village Level
a) Ensures that all Village children are promptly registered with the International Sponsorship Programme.
b) Receives and registers sponsor correspondence. Distributes it to the appropriate child / family house and follows-up to ensure that a prompt reply is prepared. Checks the reply to ensure the content and language are appropriate, and directs replies back to the NCO for posting to sponsors.
c) Receives and registers sponsor money gift notifications from the NCO. Informs the relevant child / family house and ensures a thank-you letter is prepared. Checks and forwards letters to the NCO for mailing.
d) Submits child departure notifications to the NCO as appropriate.
5. Ensures High Standards of Efficiency and Organisation
a) Exercises good time management skills. Maintains an attendance register for all support staff.
b) Maintains a well-organised office, ensuring cleanliness and good order.
c) Keeps up-to-date files and records concerning Village children, sponsors, meetings, correspondence etc. Ensures the proper safekeeping of all such records, and limits access only to authorised staff members.
d) Maintains complete confidentiality in all matters relating to Village operations, and strictly avoids gossip.
6. Ensures Effective Personnel Administration
a) Co-ordinates HR matters in the CV with the HR responsible in the NCO
b) Develops simple but effective personnel administrative procedures for the CV, in accordance with the policies of the SOS organisation.
c) Maintains and updates a complete set of job descriptions for the CV & ensures all staff receive a copy of their job description.
a) Counts, sorts or weighs incoming articles to verify that all items on the delivery note, packing list or invoice have been received.
b) Examines all items received to verify that they are in good condition and conform with the specifications contained in the requisition or order form.
c) Stores articles in bins, or on the floor or shelves, according to identifying information such as style, size, or type of material. Marks identifying codes on articles.
d) Issues stock to authorised project staff, keeping accurate records of all materials issued.
e) Prepares requistions or orders for new stock in order to meet the on-going requirements of the project.
f) Compiles reports on inventory counts, stock records, spoilage or damage to stock, refusal of shipments etc., as required by the Project Head.
g) Determines efficient methods of storing and identifying stock.
h) Moves or transports materials or supplies to other locations or projects, as requested by the Project Head.
i) Maintains up-to-date inventory and other stock records.
j) Ensures the cleanliness, security and good order of all stores.
a) Carries out all duties in an exemplary manner and provides a good role model for the children.
b) Performs any other reasonable duties as assigned by the immediate supervisor.
Job requirement :
- University degree in administration or business.
- 2 years of work experience as a secretary or administrative assistant
- Proven skills and knowledge of Microsoft Office tools, in particular Excel.
- Fluency in Arabic, good level in English.
- Familiarity with office organization and optimization techniques
- High degree of multi-tasking and time management capability
- Excellent written and verbal communication skills
- Integrity and professionalism
- Proficiency in MS Office
If you are interested in this position, please email your application (cover letter, CV) to [email protected]. the position title must be mentioned in the subject line. Only the shortlisted candidates will be contacted.
Closing date: 31/12/2018
Please note: Due to the urgency to fill the post, recruitment will be done on the rolling basis and SOS Jordan reserves the right to recruit before the deadline