Admin Assistant
Job Title:Admin. Assistant
Reporting to:Executive Director
Location:Amman
ROLE OBJECTIVES:
To be responsible for several administration activities that include general clerical, mailing administration, project based work and to act as information hub for operational data ensuring delivery of the right information to the related entity.
DUTIES AND RESPONSIBILITIES:
- Understand and follow the operational policies, procedures, guidelines and standards.
- Manage meeting room reservations.
- Schedule and take minutes of meetings.
- Answer phone calls and direct calls to appropriate parties or take messages.
- Greet visitors, determine nature and purpose of visit, and direct to specific destinations.
- Ensure systematic and timely transfer of documents between different units to ensure safety and confidentiality of inbound and outbound mail.
- Support in processing all purchase requisitions (request for services) raised by concerned entities regarding supplies or any other requested items after the concerned officer’s approval.
- Develop requests for proposal and ensure its delivery to relevant vendors.
- Coordinate all administrative activities related to health insurance such as renewal contracts, claims follow up and other related activities.
- Coordinate and follow up on all travel arrangement, contact consulate and travel agencies regarding visa, hotel accommodation and transportation for all AFF employees involved in work related travelling and prepare expense reports.
- Administer employee’s activities such as processing of leave application, public holidays and attendance.
- Process, verify and maintain personnel related documentation including staffing, recruitment, training, grievances, and performance evaluation.
- Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, etc.
- Maintain filing system that includes documents, reference manuals, internal and external correspondence, and other written communication material.
- Perform other duties as requested within the scope of work identified.
EDUCATION/ QUALIFICATION
University degree.
EXPERIENCE
Not less than 2 years in the development field.
SKILLS AND CORE COMPETENCIES
- Excellent communication and interpersonal skills.
- Excellent organizational skills.
- Excellent time management skills.
- Able to tolerate pressure.
- Able to handle multiple tasks.
- Team player.
- Excellent Arabic and English language (Speaking, Reading and Writing).
- Proficiency in Microsoft Applications.
The job holder may be required to undertake additional duties, which may be reasonably expected and forms part of the function of the job.
For interested applicants, please senda cover letter and your CV in a word format to info@arabfoundationsforum.org. Please indicate AFF – Admin. Assistant in the e-mail subject line. Only short listed applicants will be contacted.
Deadline for submission is October 23rd, 2011.
Contact Details:
Arab Foundations Forum (AFF)
P.O. Box 840900
Amman 11181 - Jordan
Tel. (+ 962-6) 593 8017
Fax (+ 962-6) 593 8018
