The Administrative Assistant (office support) will be under the direct supervision the Project Manager (PM) and in close collaboration with project team
Technical Focus:
Office management, administrative services, personnel affairs, logistic support
Tasks and responsibilities:
Support the PMU team in the day-to-day administrative tasks, including managing daily communication (verbal and written), appointments inside and outside the PMU Office, responding and forwarding incoming queries to the relevant PMU staff member, insurance, transportation.
Handle incoming calls and other communications.
Ensure proper backup of the electronic devices.
Receive project visitors.
Help organise and maintain common office areas.
Perform general office clerk duties.
Maintain office supply inventory and ensure timely supplies.
Arrange the maintenance of office equipment.
Maintain and manage PMU databases.
Act as the administrative liaison among and for the PMU team. Manage external queries through communicating with the relevant PMU staff member and responding swiftly to the incoming demands and requests.
Itemise and document all material and records pertinent to the BRCCJ project, including but not limited to agreements, manuals, guidelines, reports, presentations, communication and outreach material, and others in both hard and electronic forms. Prepare a checklist for easy access and share it with the PMU team.
Support the PM in organising the internal office arrangements and allocating desks to PMU staff members. Prepare internal telephone directory and contact details and share with the PMU team.
Conduct weekly inventory of the stationary available in the office. Ensure that the PMU is equipped with all necessary office supplies.
Support the PM and CTA in organising their respective PMU bi/weekly meetings. Take the minutes of the meetings, and share them with the PMU team members. Follow up on specific decisions agreed upon during those meetings and report to the PM and CTA.
Document and archive all formal incoming and outgoing communications, including minutes of meetings, electronic correspondence, and letters.
Manage the personal details, daily attendance sheets, and holidays and vacation plans of the PMU staff.
Participate in the organisation of events, including but not limited to meetings, training courses, workshops, official ceremonies, and other events.
Collect project-relevant news and articles to share with the PMU team.
Update periodically the BRCCJ website and social media platforms, making use of information, data, photos, and other material collected from the PMU team members.
Prepare and follow up on schedules of field visits, including cars availability, security clearance, management of travel records, and meetings of the PMU team members within and outside the project areas.
Prepare travel orders of the PMU staff in close coordination with the PM, verify travel claims, and forward to the financial officer for payment.
Handle FAO missions in Jordan, including visa requirements, hotel booking, and transfer from/to airport and project sites.
Manage in direct coordination with MOE the in-office logistical support, including but not limited to access to electricity and water supply, internet access, photocopy and printing devices, maintenance, purchase, or payment of telephone devices/ bills.
Ensure that the FAO safety and security guidelines are applied in and outside the PMU office.
Suggest to the PM an acting Administrative Officer from the PMU team to maintain the key essential financial tasks running during in-office unavailability.
Perform any tasks and duties as requested by PM.
Candidates Will Be Assessed Against The Following:
Minimum Requirements:
High school diploma or equivalent.
A minimum of three (3) years of progressively responsible experience in administrative services preferably with UN agencies
