Administration Assistant

Job Description

Background/IRC Summary:

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.

The International Rescue Committee began relief operations in Jordan in 2007. Working together with six national and international organizations, and 19 community-based organizations, the IRC has provided 20,000 vulnerable Iraqi refugees with humanitarian assistance, mental health support and informal education.

Job Overview/Summary****: IRC is recruiting an Admin Assistant, based in Amman. Under the direct supervision of the Admin manager, will be responsible for supporting the delivery of efficient and effective admin support to IRC offices and teams in Jordan.

Major Responsibilities:

Payment processing

- Process payments related to utilities, maintenance, office rent, lawyers, phone and others. This include PR, Pos, following on the payment etc.. - Process payments and PRs of expats apartments including follow up and tracking. - Process payments for hotels accommodations and external events once invoices are received. - Process payments related to all maintenance works performed at the office as needed.

Contracts renewals- Offices.

- Monitor contracts start and end dates and make sure those are renewed on time - Ensure contracts are signed based on the authority matrix. - Ensure contracts are processed on time and planned to be ready prior to the start date of the service

Petty Cash and advances

- Submit advances for all the SSU unit as needed. - Clear and submit advances on time, in coordination with SSU team and Finance.

Monitoring of expats Admin data

- Maintain safe and updated admin database of expats; this include relevant info on their related documentations: visa, permits etc.. This database is managed by the Senior Liaison assistant. - Monitor expiry dates of expats documents and permits and advise liaison team on the same.

Preparing government docs for official papers processing

- Prepare and sign official letters to be submitted to governments: those include liaison and event related letters.

Team houses admin support

- Support with apartments admin check & hand-over support

Key Working Relationships:

Position Reports to: SSU- Admin Manager. Position directly supervises: N/A.

Other Internal and/or external contacts: Admin officer, Admin Senior Assistant, Receptionist, Maintenance Assistant

Internal: This position would be working and coordinating with all teams including Finance department.

External: Suppliers and Landlords, when appropriate.

Qualifications