مطلوب مساعد/ة اداري/ة للعمل لدى المجلس الدنماركي للاجئين

Who are we?

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.

All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

DRC has been operating in the Middle East and North Africa (MENA) region for over a decade, running a combination of emergency, livelihood, protection and advocacy programmes through Country Offices (COs) in Algeria, Libya/Tunisia, Syria, Iraq, Jordan, Lebanon and Turkey with a Regional Office (RO) in Amman. DRC has 17 offices and approximately one thousand staff members across the MENA region. Following an internal HQ restructuring, from 1st January 2018 the region is focusing on the Middle East (ME), hence Algeria, Tunisia and Libya will transition to a new region during the course of 2018, while Yemen will join the Middle East region.

About the job

Overall purpose of the role:

The Administration Assistant will run the reception desk for DRC’s Middle East office and support the Supply Chain Officer on a number of administrative tasks. Based in Amman, Jordan, the post is the first point of contact with DRC Middle East for internal and external people.

Duties and Responsibilities

Responsibilities: (in bullet points)

Office Management:

• To organize meetings/events/trainings when requested.
• Ordering office supplies, stationery, and prepare all vouchers, bills for payment.
• Ensure that newly recruited staff are provided with a sim card according to the communication policy.
• Arrange for business cards for staff as required
• Manage the driver and vehicle requests
• Facilitate in processing the visas, work permits as and when required

Communication:

• Answer / transfer phone calls timeously
• Acts as the point of contact for company staff for daily requests
• Ensure that newly recruited staff are provided with a phone and SIM Card according to the relevant policy
• Manage prepaid and postpaid mobile telephone lines and phones for DRC visitors and employees; phones, sim cards, and ensures timely payment to service provider
• Follow up and ensures timely payment of DRC landlines

DRC Visitors:

• Welcome and greet visitors to the DRC office, and direct them accordingly or escort them to specific destinations.

Bookings:

• Arrange flights, taxis, visas, training venues, hotels etc. for visitors and travelling regional office staff, ensuring that they are price competitive

Administration:

• Support the Supply Chain Officer with filing and organization of all DRC contracts and archives (staff, commercial, maintenance, and rental)
• Manage administration for trainings held in Amman including participant lists, training room set up, coffee breaks and lunches
• Cover additional administrative tasks of the Supply Chain Officer (SCO) during his absence
• Support SCO on other tasks as and when required.
• Manage the DRC’s staff mobile phone lines, including issuance, cancelling of SIM Cards and settling phone bills payments
• Manage the cleaner’s schedule and correct achievement of her/his activities
• Manage the driver’s schedule and correct achievement of his activities
• Provide practical on-arrival information to new expat staff and visitors, arranging their accommodation, travel, airport pick-up/drop-off, sharing pre-arrival briefs
• To support staff DRC ID card management

Other Duties:

• Assist in sending and receiving courier post
• Assist in the maintenance of office equipment
• Monitor and maintain office equipment.
• Monitor the car logbook and prepare the required documents for finance.
• Carrying out any other duties relevant to the nature of the job as requested by the SCO

Required:

Experience and technical competencies:

• Experience with using Microsoft Office products, including Excel, Word and Outlook
• Experience working with expatriates in an international company or an NGO
• Professional, friendly and polite
• Experience in filing and archiving

Education:

• Degree in Business Administration or related field

Languages:

• English (Fluent)
• Arabic (Fluent)

In this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

We offer

Contract length: 6 months

Level: C for National Staff

Location: Amman, Jordan

Start date: 15^th November 2018