REGIONAL OFFICE ASSISTANT

About us:

Mines Advisory Group (MAG) is an international humanitarian organization that operates in more than 30 countries around the world. Our vision is to build a world in which everyone can live free from the enduring and devastating consequences of armed violence, conflict and their legacy. We specialise in:

• The clearance of landmines and explosive remnants of war,
• Provide explosive ordnance risk education to vulnerable communities, and
• Reduce the impact of Armed Violence in communities through weapons and ammunition management initiatives.

In response to our growing programming MAG is seeking a motivated and detail-oriented Regional Office Assistant to support the smooth and professional functioning of our Amman Regional Hub. This entry-level role plays a key part in ensuring our office, travel, administrative and logistical processes run efficiently every day. Working closely with the Regional Office Coordinator, the postholder will provide reliable support across a range of routine tasks that keep our teams operating effectively. If you are organised, proactive, and excited to contribute to MAG’s humanitarian mission through high-quality administrative support, we would be pleased to hear from you.

About the job:

1.     Office Administration & Facilities Support

• Provide daily administrative support to ensure smooth operations across office locations

• Regularly check office supplies, stationery, and consumables; prepare replenishment requests as needed across office locations.

• Conduct daily office checks (cleanliness, utilities, equipment functionality) and escalate issues to the ROC

• Maintain organised filing systems (physical and digital) for documents, correspondence, and records

• Support the coordination of office maintenance and service provider visits, including scheduling and follow-up.

• Assist with meeting room booking, preparation of materials, refreshments, and general office logistics.

• Welcome visitors, manage sign-in procedures, and support general reception duties as requiredAssist with the preparation of documentation for internal meetings, workshops, and events.

• Support guest house management, ensuring spaces are clean, well-stocked, and ready for incoming visitors, with all essential amenities in place

• Support guest house scheduling, and being aware of expected arrivals, and check that  rooms are prepared in advance and coordinate key handovers.

2.     Procurement & Finance Administration

• Support the collection of quotations, preparation of comparison tables, and completion of procurement documentation for management review and approval.

• Assist in drafting purchase requests and ensuring all supporting documents are complete and properly filed.

• Support the maintenance of the central vendor contact lists and assist in gathering due-diligence documentation for supplier vetting procedures

• Prepare, scan, and archive procurement and payment documentation in accordance with MAG procedures.

• Support petty cash management, including receipt collection, voucher preparation, and filing under ROC oversight

• Assist with tracking office expenditure and preparing supporting documents for monthly reconciliations.

3.     Compliance, Documentation & Record Management

• Support the organisation and upkeep of compliance-related files, including permits, licences, and registrations

• Maintain reminders and calendars for upcoming renewals, expirations, and required submissions under guidance of the Regional Office Coordinator.

• Maintain updated records of safety equipment checks (fire extinguishers, first aid kits, emergency supplies). Support the accurate filing and safeguarding of documents in line with data protection and confidentiality standards.

4.     Travel & Logistics Support

• Assist the Regional Office Coordinator with travel coordination for MAG staff, consultants, and visitors travelling within the region

• Prepare draft itineraries, booking forms, and travel documentation for ROC review and approval

• Support the Regional Office Coordinator to liaise with approved service providers for routine booking requests when required.

• Maintain up-to-date traveler records, emergency contact details, and travel logs.

• Prepare welcome packs, orientation material, and coordinate local logistics for visitors

• Support logistics for internal meetings, regional events, and delegations involving country offices.

5.     External Liaison Support

• Assist in gathering administrative documentation required for visits to government authorities, ministries, and service providers

• Assist in scheduling meetings, collecting signatures or stamps, and completing routine follow-up tasks 

• Support communication with service providers related to utilities, cleaning, maintenance, and other routine services 

• Assist in gathering supporting documents for office licence renewals or other regulatory processes

About you:

Essential Experience

• Experience in office support, administration or logistical coordination
• Strong organizational skills
• An appropriate university qualification related to the functions of the role

Essential Skills and Knowledge

• Fluency in English, both written and spoken.
• Full competency in using Microsoft Office applications – Teams, Outlook, Word, Excel
• Familiarity with the INGO work and donor funded project implementation

Essential Aptitude

• Ability to establish effective working relationships at all levels internally and externally.Excellent communication and interpersonal skills.
• Ability to work in methodical manner, with an eye for detail Ability to apply logic to analyse and resolve problems.
• Ability to work as part of a mulit cultiral and diverse teamAbility to organise workload, and plan effectively to meet deadlines
• Self-motivated, with a flexible and enthusiastic approach to workSensitive, flexible, and responsive to the changing needs of an organisation

Need more information?

If you have any questions in regards these roles, or would like to see the detailed job descriptions you can contact us at:  [Click to show email]

And finally

• Please note that as part of MAG's commitment to safeguarding, all candidates are subject to background checks before an offer of employment is confirmed.
• MAG is committed to the principles of diversity, equality, and inclusion. If you think you would be suited to one of our roles, we will welcome your application regardless of your background. Female candidates are particularly encouraged to apply.
• We strive to provide an inclusive and supportive working environment where all employees feel respected and supported in fulfilling their potential.
• Please note that only Jordanian citizens are eligible to apply