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Mercy Corps
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Administrative Assistant/Receptionist

Job Description and Requirements

PROGRAM/DEPARTMENT SUMMARY:

The Administrative Assistant/ Receptionist revolve around managing and distributing information within an office. This generally includes answering phones, taking memos and maintaining files. Administrative assistants may also be in charge of sending and receiving correspondence, as well as greeting clients and customers. Provide general support to the programs in the office.

GENERAL POSITION SUMMARY:

He/she performs general clerical duties to include but not limited to: photocopying, faxing, mail distribution and filing. Coordinates and maintains records for staff office space, phones and other administrational tasks. Creates and modifies various documents using Microsoft Office. He/She is responsible for the support of Mercy Corps programming; ensure the smooth movement of people, material and documents throughout Jordan offices. Assist with procurement and following procedures as outlined in the Mercy Corps Procurement and Administration Manual

ESSENTIAL JOB FUNCTIONS:

  1. Proceed with issuance Mercy Corps Staff IDs and Access Cards.
  2. Work on preparing all utility bills related to MC office and MC staff.
  3. Responsible to issue business cards for new and current staff of MercyCorps.
  4. Responsible for supporting the administration department in drafting letters addressed to all governmental sectors.
  5. Responsible for maintaining and updated inventory of Kitchen and bathroom utilities.
  6. Ensure adherence to all Mercy Corps administrative procedures by support staff;
  7. Support Administration Coordinator with all arrangements related to hotels bookings, trainings and workshops.
  8. Assist administration Coordinator by giving supports to all visitors coming to MC Jordan office with travel arrangements, visa procedures, hotel bookings, etc.
  9. Translate any required documents for internal use upon request. Maintain a central filing system.
  10. Support Senior Admin Officer to supervise the work of and the cleaners and any other current or future employee, intern or contractor involved in the administration department.
  11. Monitor and work on archiving system that controls all incoming and outgoing correspondences.
  12. Coordinate with finance department to ensure that payments are made to MC vendors & supplier
  13. Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
  14. Other duties related to admin department.

SUPERVISORY RESPONSIBILITY:

ACCOUNTABILITY

REPORTS DIRECTLY TO: Senior Admin Officer

WORKS DIRECTLY WITH: All operations staff and program staff

KNOWLEDGE AND EXPERIENCE:

Minimum 1 year’ experience with office administration; professional level of computer skills are required (word, excel, Power Point.), must be an independent thinker and have strong organizational skills; demonstrated experience in multitask and ability to remain calmed and efficient under situation of stress. .; Fluency in English and Arabic (written and spoken).

SUCCESS FACTORS:

  • Committed and motivated to the humanitarian work
  • Conscientious with an excellent sense of judgment
  • Ability to work simultaneously on multiple tasks
  • Willingness and ability to work effectively with a wide variety of people
  • Ability to work as a part of a team and coordinate with project personnel
  • Good spoken and written English
  • Computer literate and strong organizational skills
  • Sense of humor