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Search for Common Ground
هذه الوظيفة مغلقة

Administrative Assistant – Yemen Team-Amman Based

الوصف ومتطلبات الوظيفة

Position Summary
Search for Common Ground is recruiting an Administrative Assistant who will be responsible for
providing administrative support to the Yemen office in Amman. he/she will provide efficient
support and ensure the success of, procurement and logistics activities, while efficiently utilizing
resources in accordance with applicable standards. He/she will also keep clear records for all
logistical operations, including filing and achieving logistics documentation. The Administrative
Assistant will report to the Country Director.


Key Responsibilities
Roles and responsibilities include:

  •  Support and assist with all stages of the project activities, follow-up, and coordination; obtain entry and exit visas for travelling visitors and employees; and obtain work permits for international staff.
  • Organize and arrange meetings with governmental and NGO representatives, as well as other contacts as required for the Country Director and program staff.
  • Serve as a direct point of contact for staff and participants concerning meeting specifications, requirements, preferences, registration, confirmations, cancellations, schedules, and cost summaries.
  •  Arrange and facilitate visitors’ transportation, arrival, and visa clearance at Jordanian entry ports.
  •  Provide advice on destinations, accommodation, car rental, and flights
  •  Confirm bookings and notify clients of travel documents, luggage, insurance, medical insurance, visas, and currency requirements.
  • Attended relevant logistics meetings and report back.
  •  Coordinate activities related to procurement and local purchasing.
  • Review the request for Petty Cash reimbursement.
  •  Handle day-to-day petty cash.
  • Take care of locally purchased items and project materials from customs, process labor office clearances, procure local and international purchases, track assets, contact insurance companies regarding insurance for office assets, renew vehicle licenses, arrange for vehicle maintenance, and monitor vehicle use.
  •  Assistance in the record of daily expenses for the financial needs of the organization.
  • Manage all facilities for conducting conferences by providing the necessary equipment.
  •  Ensure timely reporting and reconciliation of credit card and prepaid travel documents.
  • Assist in maintaining filing the subcontracts files, staff and consultants’ files.
  • Assist in the preparation and the review of the Travel Expense Vouchers (TEVs) and Travel Authorizations documents
  •  Provide support to the technical staff in preparing for training activities, meetings and other similar events.

As job descriptions cannot be exhaustive, the position holder may be required to undertake other
duties that are broadly in line with the above key responsibilities.

Qualifications
You meet the following qualifications:
Education

  •  A university degree or equivalent certificate/diploma or similar qualification from a recognized establishment or equivalent experiences.

Experience

  • At least 2-3 years’ professional experience in a comparable position, and/or experience in administrative/logistics/procurement in INGOs.

Skills and Competencies

  •  Excellent interpersonal and networking skills, as well as the ability to build and conduct effective professional working relationships.
  •  Skills in engaging young people, including young women, in project activities
  •  Tech savvy - good understanding of ITC technologies (related software, phone, fax, email, and the internet) and computer applications (e.g. MS Office and Excel).
  • Strong organizational and file management skills.
  • Ability to work through stringent deadlines with acute attention to detail.
  •  Self‐starter with the ability to manage time effectively.
  •  Demonstrates excellence in both oral and written communications.
  •  Fluency in oral and written Arabic and English.
  • Willingness and commitment to learning and growing.