International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com. Please do not submit your CV or application to this website, it will not be considered for review.
Job Title: Administrative Assistant FSR # 587
- Location: Amman,support Gaza mission
Job Summary:
Administrative Assistant will be responsible to manage administrative tasks as required to support Jordan Support office for Gaza Emergency Response. Working closely with Manager, Logistics to coordinate the staff movements from/ to Jordan – Gaza.
MAIN TASKS AND RESPONSABILITIES:
Administrative Management:
- Assist with the crossing/ movements process for entry and exit of staff from and to Jordan.
- Liaise with International HR and Talent Acquisition on new joiners.
- Liaise with International Travel Department on bookings (Ticket and Accommodation).
- Assist in daily administrative operations, ensuring efficient office management.
- Assist in securing office supplies, equipment, and facilities, ensuring they are well-maintained.
- Liaise with Government entities on extension/renewal/obtaining visas, work permits and temporary residency for International Staff supporting Gaza Emergency in addition to the preparation of all the required supporting documents for the process.
- Processing all official documents and contracts of the organization and filing them .
- Visiting all government departments and reviewing them regarding the organization’s transactions.
- Ensure that the movement tracker is updated and duly filled and shared with concerned staff members regularly.
- Liaise with facilities staff to ensure office and Guesthouse cleanliness
- Prepare PRs for office and Guesthouse supplies
- Assist in ensuring all accommodation are ready for International Staff upon arrival and all information on location, capacity is tracked and shared with concerned staff members regularly.
- Manage utilization of office space and bookings for accommodation to IMC Guesthouse
- Track office and Guesthouse utility bills and lease agreements to ensure timely payments and renewals.
- Following up on the needs of the guest house for maintenance and other necessities such as paying electricity, water, and internet bills to the respective companies.
- Liaise with real estate agents and conduct evaluation visits of proposed premises/facilities in accordance with IMC procedures and polies and in coordination with security team.
- Raising PRs for the needs of the office and GH supplies as needed and in coordination with the Logs team
- Perform other duties as assigned. The duties Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.
MINIMUM REQUIREMENTS
- A bachelor’s degree is required.
- 0-1 Relevant working experience.
- Compliance with local laws and regulations.
- Coordination and management skills.
- Good communication skills.
- Ability to deliver training packages.
- Proficiency in English.
Child Safeguarding:
International Medical Corps is committed to child safeguarding and expects all employees to strictly adhere to the values and principles of the International Medical Corps Child Safeguarding Policy.
Code of Conduct
It is our shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any suggested activities then you have an obligation to report.
Compliance & Ethics
Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values.
Equal Opportunities
International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.
This job description is subject to periodic review and adjustment in order to achieve International Medical Corps goals in Jordan, and any changes to the job description will be discussed and agreed
“I hereby certify that all the information provided through the application and CV are accurate and the supportive documents are available upon request, any false information provided will cause cancelation of the application and applicant will be subject to legal action”.
Our screening process will be on a rolling basis, once a candidate is selected the announcement will be closed.