Administration Assistant

Job Description: Administration Assistant

Organization Background

Collateral Repair Project (CRP) is a grassroots effort in Amman, Jordan that has provided much-needed assistance to vulnerable communities since 2006. We seek to assist those in need, foster social cohesion, offer learning opportunities, and help in building peace and reconciliation. Our services are provided regardless of background, and we currently provide assistance to people from many nationalities (e.g. Syria, Iraq, Jordan, Sudan, Yemen, Somalia).

CRP’s holistic approach involves deep community engagement, where we help individuals build resilience and heal from trauma. At our Family Resource and Community Centers, CRP provides a variety of educational, recreational, and wellness activities, which aid our community to gain skills and build community. Additionally, we provide community service and leadership opportunities for people to serve others, which has proven to be a key driver of empowerment and resilience. CRP’s greatest strengths are the deep knowledge and trust we have established with the community we serve, our commitment to community-based engagement, and our ability to develop nuanced, cost-effective, and impactful programs.

Our team members are dynamic, empathetic, and creative problem solvers who actively serve our community by continuously enhancing the impact of our programs and bringing our work to the forefront of best practice.

Work Environment

Our team brings together staff members and community volunteers in a dynamic work environment where personal initiative drives success. We are passionate individuals dedicated to making a difference and good listeners who typically work closely and value efficient teamwork. Our community centers are vibrant spaces where hospitality, enthusiasm, and cheerfulness are encouraged. We have made the well-being of our staff on top of our priorities and have implemented a 4-day work week for all employees at CRP. Furthermore, our centers are open 6 days a week to ensure they remain lively and accessible to the community.

Position Description

The Administration Assistant will report directly to CRP’s Finance and Operations Director. The Administrative Assistant will be a focal point between many departments at CRP. Specific responsibilities will include:

1. Administrative Support

• Perform administrative tasks as assigned by the line manager
• Be a part of ensuring CRP annual calendar is updated, and staff are aware well in advance of breaks/holidays
• Be a part of ensuring new employees fully understand and agree to all relevant CRP policies and procedures
• Support HR team where needed

1. Coordinating Volunteers and Interns

The Volunteer Coordinator is a position of great responsibility because CRP has a strong reputation as an organization that provides fulfilling volunteer and internship opportunities to interested and qualified people across a spectrum of backgrounds and experience.

• Support CRP senior staff to define, publicize, and fill new volunteer or internship opportunities
• Keep volunteers informed about the organization and new volunteer or employment opportunities
• Develop special outreach and monitoring strategies for all types of volunteers, including Community Volunteers, External Volunteers, and Interns
• Match potential volunteers and interns to opportunities that suit their skill sets.
• Onboard and offboard volunteers and interns
  • Orient new volunteers and interns about CRP values, code of conduct, child protection policies, etc. and ensure CRP has electronic records of a volunteer’s signature on all mandatory CRP documentation
  • Support supervisors to ensure that volunteers and interns understand their specific responsibilities and receive appropriate training
  • Check in at least monthly with volunteers and interns to assess their satisfaction with and suitability in their role
  • Work with supervisors and volunteers to resolve conflicts satisfactorily
• Coordinate with CRP Comms team to ensure CRP external volunteers and interns are enrolled in CRP outreach (i.e. newsletter)
• Maintain the Volunteer and Intern database of past and current candidates
  • Regularly review and check for accuracy the roster of active volunteers (name is correct, ID information is correct, onboarding requirements have been satisfied)
  • Check and update begin and end dates of volunteer assignments
  • Check and incorporate, if appropriate, any positive or negative reviews by the responsible supervisor
  • Database will also serve when CRP is asked to verify that a person did volunteer or have an internship in the past, i.e. reference check

Necessary Qualifications

Successful candidates should

• Work independently with minimal supervision
• Think creatively and function pragmatically
• Listen to others, correctly interpret messages and respond appropriately
• Work collaboratively with colleagues to achieve organizational goals
• Have excellent communication skills in Arabic and English written and spoken
• Be an outgoing and proactive person with a genuine interest in matching potential volunteers and interns with specific supervisors to perform defined tasks inside the organization
• Have excellent communication with senior staff and be aware of the currently active (CV and EV) volunteers and interns serving at both community centers
• Organize onboarding or orientation sessions in Arabic or English for new volunteers and interns

Experience Required

• Bachelor’s degree required
• Minimum of 3 years relevant working experience; previous work with refugees or other vulnerable populations is highly desirable

Benefits: 450-550 Jordanian Dinars, depending on experience, 14 days of annual vacation, health insurance, 4-day work week, daily staff lunch, flexibility and potential for career growth.