Closing date: 10 Dec 2017
Diakonie Katastrophenhilfe, a Germany based humanitarian agency, provides funds for emergency aid worldwide since over 60 years. It supports people who have fallen victim of natural disasters, war and displacement and who are not able to cope on their own with the emergency situation they find themselves in.
DKH’s Regional Office for West and Central Asia (DKH RO), – located in Amman, Jordan – engages in Emergency Relief, Rehabilitation and Disaster Risk Reduction projects in the region. It is DKH’s approach to implement projects through local partners around the world.
Currently, under the umbrella of the Regional Office, Disaster Risk Reduction and Disaster Risk Management focused projects are implemented in Afghanistan, Pakistan, and OPT/Gaza, while Emergency Relief programs responding to the Syria crisis are running in Turkey, Iraq, Lebanon, Jordan and Syria. The Regional Office is also responsible for coordinating response programs in case of acute emergencies in South and Southeast Asia.
JOB DESCRIPTION – RESPONSIBILITIES
Work Location: Amman, Jordan
Starting date: January 2018
Working under the supervision of and in close collaboration with the DKH Regional Coordinator, the Office Manager is responsible to undertake the following tasks:
Ensures proper management of office facilities (premises, premise maintenance, phone system, mail and other communication in and out, heating, lights, A/C ventilation, furniture, etc.)
Ensure the maintenance of the office services, and proper functioning of the Office’s IT infrastructure (postal and shipping services, Laptops, Desktops, printers, servers, modems, etc.).
Custodian of all service contracts including but not limited to estate lease agreements, vehicle hire contract, IT Services, consultancies etc.
To maintain inventory and assets list to ensure proper documentation of DKH equipment.
Assists staff to trouble shoot IT problems where possible, and seeking external help if required
Maintaining all administrative related paper-based and electronic records, files, folders and documents in an accurate and orderly manner.
Supply the office with the necessary office items (stationery, furniture and technical equipment)
Coordination of office’s renovation works when necessary
Preparation of training/meeting venues
Provide support in Human Resource management to the Regional Coordinator, (eg filing and personal data management, as tasked)
Book accommodation and air tickets for DKH staff travelling within or out of the country.
Supervises the work of the support staff, (eg Cleaner, Office Assistant, etc) in performing their daily tasks.
Monitor that the organization’s operational policies and guidelines are implemented
Ensures the effective dissemination of HR information to the staff.
Prepares the welcome package for new staff and visitors
Represents the organization with local authorities, particularly labor inspectorate, tax offices, social security office.
Coordinates recruitment processes (job postings, screening of applications, contact with the candidates, interviews, test preparation and administrative follow up, as required).
Ensure that administrative files of personnel are duly managed, and verifies that the documents of the employees are in line with local regulations.
Handles personnel files and records.
Enrolls the new staff with the Social Security and transfers to the Finance staff for the monthly payments.
Contacts insurance companies, subscribes staff for medical insurance and transfers the payments to the Finance staff.
Monitors staff absences and leaves.
OTHER ADMIN TASKS:
Provide general administrative support to the Regional Coordinator and program staff, as requested
Support to non-Arabic speaking staff with translation and interaction with Jordanian authorities/actors
Other tasks as required
QUALIFICATION, EXPERTISE AND SKILLS •Relevant bachelor’s degree (i.e. economics, business, management, finance or other relevant subject) •Jordanian citizen •At least 3 years working experience in administrative capacity preferably with an international non-governmental organization (INGO) •Excellent written English skills and very good spoken English; •Excellent computer skills and competency in Word, Excel and PowerPoint; •Excellent organizational skills and ability to determine priorities; Detail-oriented with good multi-tasking abilities; •Diplomatic, patient and persistent personality; •Self-motivation, goal/result-oriented, proactive, able to come up with initiatives or undertake actions with minimal supervision •Outstanding personal competencies: especially sense of responsibility, concern for quality, result orientation; •Energetic, independent yet excellent team player. •Sense of humor desirable. •Outstanding personal values: integrity, commitment, respect for diversity, excellent interpersonal skills.
HOW TO APPLY:
DKH is an equal opportunities employer. Interested persons should send their application consisting of the following (all in English language):
Scanned and signed cover letter outlining specifically the candidate’s motivation and skills relevant to the advertised position (not more than 1.5 pages);
C.V. (Pdf format)
Three contacts of professional references (preferably former supervisors)
Applications should be submitted by 10 December 2017 (might be extended if necessary) to the following address:
Please put in subject line: Application – DKH RO Office Manager
Kindly note that suitable candidates can be contacted before the closure of the application deadline, and only shortlisted candidates will be informed of the outcome.
Planned interview dates: 13-18 December 2017