Administrative Assistant (For Internal Candidates Only)
Provide efficient administrative support in Amman
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Overview
Provide efficient administrative support in Amman
You have:
- At least 1 years’ experience working in the Administration and Maintenance field or similar.
- Strong skills in maintenance techniques.
Work Arrangement:
Job Description
The Shared service Unit (SSU)
The Shared service Unit (SSU) is an operational center of excellence providing workplace solutions and operational support to the hosted units and country program based in Amman. The SSU was set up to inject energy and synergy with the objective of providing succinct support services to the IRC entities hosted in Amman. Currently, the MENA (Middle East and North Africa) regional office, Jordan Country program and the Occupied Palestine Territory (OPT) emergency response are all hosted and supported by the Shared Services Unit (SSU), which is currently providing operational support to a total of over 200 staff members. The objective of the SSU is to eliminate duplication and leverage on economies of scale to provide efficient and effective services to its stakeholders. the global operations.
Job Overview/Summary:
IRC is recruiting a Senior Administrative Assistant, based in Amman. Under the direct supervision of the Administrative Management, the Senior Administrative Assistant will be responsible for supporting the delivery of efficient and effective technical support to IRC facilities including offices, temporary accommodation, and apartments in addition to Supervising the housekeepers.
Job summary:
The role requires an extremely detail-oriented and personable multitasker who has experience as a receptionist in a fast-paced office setting. The successful candidate will bring resourcefulness, organization, and stellar communication skills to the desk. With a knack for keeping cool under pressure and juggling complex schedules.
Reception Duties
- Managing front desk/reception operations. - Welcoming, receiving and directing visitors/guests. - Answering and redirecting incoming calls/inquiries if needed and as appropriate. - Assisting in arranging and scheduling conference calls for meetings. - Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures) in compliance with the IRC procedures, rules, and regulations - Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges) - Receiving, handing, and routing correspondence/courier. - Managing postal mail address which includes weekly collection and circulation. - Monitoring and managing the security of all IRC properties and ensuring any person leaving with IRC property is properly authorized. - Performing all other ad-hoc duties, as and when assigned by supervisor.
General Admin Support:
- Support with booking meeting rooms and calendars - Support programs and country offices in set up on in-house meetings, workshops or events - Liaise with the relevant focal points on setting up the space and other arrangements. - Arrange the requests for catering and beverages.
- Support with covering the tasks of the other admin functions in case of long leaves for any of the admin member or in case of vacant position.
Key Working Relationships:
Position Reports to: SSU- Admin Manager. Position directly supervises: None.
Other Internal and/or external contacts:
Internal: This position would be working and coordinating with all staff.
External: Suppliers and Landlords, when appropriate.
Qualifications
- At least 1 years’ experience working in the Administration and Maintenance field or similar. - Strong skills in maintenance techniques.
Potential interview questions
| Can you give an example of a time when you had to manage conflicting priorities? | This question assesses your multitasking abilities and prioritization skills. | Provide a specific example demonstrating how you effectively handled multiple tasks. |
| How do you ensure effective communication with team members and external contacts? | This aims to understand your communication strategies. | Pro members can see the explanation. |
| What steps do you take to maintain a welcoming and safe reception area? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 1 year ago
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Updated 1 year ago
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Source:
rescue.org
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