Administrative Officer

Position Overview:

The Administrative Officer is responsible for assisting the Country Director, asset & facility management, and all office administration.

Role and responsibilities:

Country Director Office Management:

· Managing Country Director Calendar, diaries, and organizing meetings and appointments, often controlling access to the manager/executive,

· Acting as a first point of contact: dealing with correspondence and phone calls,

· Booking and arranging travel, transport and accommodation,

· Organizing events and conferences,

· Reminding the manager/executive of important tasks and deadlines,

· Managing databases and filing systems,

· Collating and filing expenses, handle post and mail,

· Manages the flow of paperwork into the Country Director’s office and ensure that contracts, letters, and other work-related correspondence is reviewed and signed in a timely manner,

· Assists in preparing the office/rooms for meetings and other events,

· Manages classroom booking system,

· Assists in drafting letters and official correspondence,

· Arranges for staff and visitors visas, flight bookings, meetings transport and accommodations,

· Provides secretarial support such as typing and takings minutes,

· Functions in a backup capacity to the Facility Management & Procurement officer,

· Any other work-related tasks requested by the Country Director.

Administration and facility Management:

· Assists in preparing the office/rooms for meetings and other events,

· Manages classroom booking system,

· Functions in a backup capacity to the Procurement & Facility Management officer with regards to overseeing housekeeping and maintenance staff.

· Assists in issuing residency and work permits for non-Jordanian team members.

Qualifications

• A Bachelor’s degree in business administration or any other related field,
• Minimum of two years relevant administrative work experience,
• Native Arabic language skills and a minimum of C2/ 900 TOEIC level of English Language proficiency,
• Excellent communication and interpersonal skills,
• Strong organizational and planning skills,
• Good cultural awareness and sensitivity,
• Trustworthy, dependable, responsible, honest,
• Organized, shows high attention to details, and meticulous.