The Administration Officer is responsible for the administrative functions of the Regional Office under the supervision of the Regional HR & Admin Manager. The Administration officer oversees all aspects of administrative support at DRC Regional office, ensuring efficient operations and procedures.
Duties and Responsibilities:
Office Management:
Order office supplies, stationery for the office and arrange business cards for staff as required.
Oversee all aspects of office maintenance and cleanliness including daily supervision of the office cleaner.
Attend and receive phone calls to DRC office.
Stationed at the reception to welcome and greet visitors to the DRC office and direct them accordingly or escort them to specific destinations.
Ensure repairs and maintenance of facilities and equipment in compliance with DRC standards and procedures.
Travel and Event Coordination:
Travel booking, managing travel expenses, Hotel booking and expense booking.
Arrange transportation when requested and in a timely manner.
Organize meetings/events/training and regional workshop when requested including getting the required approval from government for these workshops and meetings.
Issue pre-arrival visas for participants and add them to the tracking list.
Ensure meetings for the senior management team are organized and other administrative support as may be required.
Administrative Support:
Confirm that all administrative expenses for office and guest houses (utilities, telephone, internet, diesel etc) are done through the respective procurement policies and set of required paperwork.
Ensure all utility payments for expats and for DRC regional office are done on a timely basis.
Confirm that all expenses for any agreements done between DRC and vendors/suppliers are done through the respective procurement policies and set of required paperwork.
Support in filing and organization of all DRC contracts and archives (commercial, maintenance, and rental...etc)
Inventory checks for all assets in guest houses, ensure that all assets are properly recorded and added to the asset list and get the required signatures Update.
Conduct routine/regular visits to local police stations to facilitate the issuance of permits as required by law to facilitate the renewal of pre arrival visas.
Keep and update tracking sheet for travel and hotel bookings, visas, and transportation and guest house visitors.
Prepare monthly time sheet for cleaner.
Support staff from other legal entities traveling to Amman for business trip in getting their visas, arrange their booking in the guest house/hotels, support in transportation and any other administrative support that may be required.
Ensure guesthouse stocks and supplies are in place and monitor their utilization.
Any other tasks assigned by the supervisor.
Time Management and Organization:
Prioritizing tasks and managing time effectively to meet deadlines.
Experience and technical competencies:
Required Qualifications:
Minimum (2) years of Administration experience with INGOs or NGOs
Excellent communication skills – verbal and in writing
Excellent inter-personal skills and proven ability to negotiate with a wide range of people (internally and externally)
Ability to adapt to the complex and stressful working conditions of the area of operations.
High-level knowledge and practice with Word, Excel, Outlook, etc.
Ability/willingness to work with extremely tight deadlines and multiple tasks.
