مطلوب سكرتير/ة للعمل لدى منظمة قرى الأطفال SOS الدولية

Working location:(SOS Children’s Villages Jordan)

Direct Supervisor : HR Manager

Functional/Technical Supervisor : HR Manager

Region: Jordan – Amman

Mission of the position:

The NCO Secretary is responsible for the reception and secretarial duties of the SOS National Coordination Office. In addition, she also supports the National Coordinator, performing a variety of administrative tasks. In the absence of a Sponsorship Coordinator, the Secretary may also coordinate the International Sponsorship Programme at NCO level. Since her work involves frequent dealings with the public, she must have a friendly, courteous, professional and efficient approach.

Main responsibilities:

1. Provides Secretarial and Administrative Support

a) Types work presented by the National Coordinator, Financial Controller or other office staff. Circulates memos and other documents as necessary.

b) Answers all routine correspondence independently. Deals with more complex matters in cooperation with the National Coordinator.

c) Schedules meetings and appointments, and arranges travel reservations for office staff.

d) Makes accommodation or other arrangements for guests, SOS officials or other visitors.

e) Prepares agendas and records minutes of staff meetings. Observes strict confidentiality with regard to the proceedings of all meetings.

f) Performs other secretarial tasks such as photocopying, binding and filing.

g) Maintains a Stationary Register. Ensures that there is always a sufficient stock of envelopes, 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.

d) Administers all sponsor correspondence and gift money notifications, in the absence of a Sponsorship Coordinator, ensuring a prompt reply is received from the relevant Village.

3. Ensures High Standards of Efficiency and Organisation

a) Exercises good time management skills.
b) Maintains a well-organised office, ensuring cleanliness and good order. Recommends improvements in office administration practices, including filing systems.
c) Keeps up-to-date files and records for all reports, meetings, correspondence etc. Ensures the proper safe-keeping of all such records.
d) Maintains complete confidentiality in all matters relating to NCO operations, and strictly avoids gossip.
e) Welcomes all visitors and ensures they receive any assistance they require, or are directed to other staff members as necessary.
f) Organises refreshments for guests and assists with the organisation of special functions.
g) Ensures there is always someone to perform reception duties, if absent for any period of time.

4. Ensures Effective Personnel Administration

a) Co-ordinates HR matters with the HR responsible in the NCO
b) Develops simple but effective personnel administrative procedures in accordance with the policies of the SOS organisation.
c) Maintains and updates a complete set of job descriptions & ensures all staff receive a copy of their job description.

5. General

• Carries out all duties in an exemplary manner.
• Performs any other reasonable duties as assigned by the immediate supervisor.

Must criteria

• At least a BA degree in Business Administration or secretarial related field.
• At least 2 years of continuous work experience in secretarial and administration / preferable one year in INGOs.
• Familiar with ISO Administration standards .
• Motivation for a work in the environment with children and youth as the final beneficiaries

Competencies – knowledge, skills, abilities

• Proven communication and organisational skills.
• Excellent English and Arabic speaking and writing skills.
• Identification with the values of the organisation/ association and willingness to contribute to its aims.
• Hard-working, dedicated and able to work under pressure.Ability to work on conception basis
• Ability for team work
• Ability to identify needs for counselling work
• Ability to work under stressful circumstances
• Organisational skills
• Knowledge of English language
• PC literate
• Flexibility

As care and protection organization we aspire for all children’s to be safe and able to lead a life they value. we deliver policies, programs and services that support and enhance the well-being of all children’s under our care , taking a zero tolerance approach to any concern or abuse. All staff are required to comply with the Child Safeguarding Standards ,all staff have the obligation to report any concern, suspicion or abuse related to child safety .

كمنظمة رعاية وحماية ، نطمح أن يكون جميع الأطفال آمنين وقادرين على عيش حياة يقدرونها. نقدم سياسات وبرامج وخدمات تدعم وتعزز رفاهية جميع الأطفال الذين تحت رعايتنا ، مع الأخذ بنهج عدم التسامح مطلقًا مع أي شكوك أو سوء معاملة. يتعين على جميع الموظفين الامتثال لمعايير حماية الطفل ، وجميع الموظفين ملزمون بالإبلاغ عن أي شك أو سوء معاملة تتعلق بسلامة الطفل .