Administrative Assistant- Regional Office Amman (National/ Part time job)

Supervision

• Under the direct supervision of: Administrative Officer
• Supervision of : Not applicable

About Première Urgence Internationale (PUI)

Première Urgence Internationale (PUI) is a non-governmental international aid organization operating in more than 20 countries and relying on more than 30 years of experience in responding to the fundamental needs of crisis affected populations. Present in the Middle East since 1996, PUI conducts multi-sectorial humanitarian and resilience programming in Syria, Lebanon, Iraq, Palestine and Yemen. PUI provides relief assistance (health and nutrition, water and sanitation, rehabilitation, food security and non-food item distribution, protection) and supports early recovery.

PUI’s actions are guided by principles of humanity, impartiality, independence, accountability, adaptability, transparency, cooperation and partnership, involvement, dialogue, initiative, and trust.

OVERALL MISSION

General objective

Under the supervision of the Admin Officer, he/she is responsible for providing secretariat, finance and administrative support to the Regional office to ensure that PUI activities are run in an effective and efficient manner.

Responsibilities and tasks

1/ Support administration and secretariat

• Provide secretariat support for writing official letters and translations (from English to Arabic or from Arabic to English) for light operational, technical, legal and administrative written documents including letters, notices, reports, articles…
• Support travel arrangements for international staff and visitors by booking all taxis, hotels and flights in a timely manner and circulate internally the follow-up document including phone numbers of visitors.
• Share with new international staff or visitors all necessary information before their arrival in country, including the booking arrangements made, the welcome pack, the maps to the office/guesthouses/hotels and the constant companion.
• Ensure PUI Regional guesthouse(s) or offices are properly maintained, equipped and cleaned and prepared to welcome visitors, and liaise with the landlord as required (Except individual Guest Houses)
• Update the PUI contact list on monthly basis.
• Make cash payments as instructed by his/her Manager once all the proper validation procedure has been followed.
• Copy invoices to archive monthly accounting.
• Assist in archiving any documents related to Admin, HR and Finance and particularly be responsible for the archiving of the accounting documents and their transfer to HQ every 3 months or as instructed by his/her Manager.

2/ Support liaison with the Jordanian authorities for administrative and legal procedures

• Assist in all Administrative procedures including on all registration documents and processes with the relevant authorities, on the vocational licenses, etc.
• Proceed with all legal payments for the Jordan and the Regional office (social security, taxes…) in a timely manner and as instructed by his/her manager.
• Follow-up the procedure for all legal requirements for the international staff (Visa, work permit) and visitors with PUI Legal Counselor.
• Liaise with PUI counselor office to collect information or documents as instructed by his/her Manager.

The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project needs.

Profile

Required Skills

• University degree in administration, accountancy and/or finance
• HR knowledge and sensitivity
• Previous experience in an NGO required.
• Language skills: Fluent in Arabic and good knowledge of spoken and written English.
• Excellent communication and writing skills.
• Reliable, rigorous and well organized
• Able to manage priorities, take initiatives and work without constant supervision
• Able to ensure neutrality and confidential information remaining within the Administrative department only.
• Ability to work under pressure
• Computer skills – Good command of Microsoft Excel, Word and Outlook.

The HR/Admin Assistant is expected to respect the confidentiality of the information that is dealt with in the course of the administration work (regarding human resource, finance or legal issues) which should remain within the Administration department only and not shared within or outside PUI.

All employees are expected to abide by the humanitarian principles, the Code of Conduct, PUI Charter and PUI above mentioned values.