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Administrative Officer

The Johanniter International Assistance • Full-time • Amman, JO • 2w ago

"Job Title Administrative Officer

Job Grading Grade 5

Organisation Johanniter-Unfall-Hilfe e.V. / Johanniter International Assistance

Job Location Amman, Jordan

Job Responsibilities and Accountabilities

Overall job purpose

Johanniter-Unfall-Hilfe e.V. is a German non-governmental organization, dedicated to excellence in the field of first aid, ambulance service, social service programs and other projects in the medical and social field. The Federal Headquarters (HQ) are based in Berlin, Germany. Johanniter International Assistance is the operational unit for humanitarian aid, development co-operation and emergency relief, implementing and supporting projects in Health, Nutrition, WASH as well as Food Security & Income Generation worldwide. (www.thejohanniter.org)

The Administrative Officer is a national staff position within Johanniter International Assistance in Amman, Jordan. The overall objective of the position is to support high quality Administrative Management for the Johanniter Regional Office in Jordan, ensuring quality is in line with internal Johanniter, donor and stakeholder standards.

Reporting lines:

Reporting to: Regional Finance Coordinator

Gives technical advice to: Cleaner

Receives technical advice from: Regional Finance, HR & Logistics Coordinator, Regional Director

Standing in for: N/A

Represented by: Coordinators

Tasks:

Strategy and Vision

Actively supports the values of Johanniter and shapes his/her work according to these values Contributes to the development and implementation of the global strategy of Johanniter International Assistance in his/her area of responsibility Supports the implementation of the regional strategy in his/her area of responsibility in line with the global JIA strategy

Leadership

Actively lives the Johanniter’s leadership principles by fostering trust, embracing diversity, communicating openly, supporting wellbeing, and taking responsibility to contribute to a positive, inclusive, and adaptable work environment. This is reflected in the day-to-day activities in line with the Code of Conduct and related policies to achieve our goals

Technical responsibilities:

Finance:

Manage cash and bank books. Record daily transactions in Cash & Bank books; ensure booking texts comply with financial guidelines and L codes are completed. Ensure safe security and perform weekly cash counts with Regional Finance Coordinator. Process payment requests, prepare vouchers, and submit for approval with complete documentation. Support monthly closing, bank and cashbook reconciliations; manage cash advances and follow up on expenditures. Ensure purchasing procedures are followed; verify RFPs, PAs, NCPs, and payment vouchers are properly authorized. Perform scanning and coding of finance vouchers to support month-end closing and ensured accurate documentation on the 4JUH platform. File all invoices and financial documents; maintain an organized and up-to-date filing system.

Human Resources

Ensures supervision of admin support staff (cleaner, daily workers) Participates in recruitment of admin support staff Performs staff appraisal of staff under his/her supervision Supports admin junior staff in preparing their monthly timesheets Inducts new staff on admin related procedures and processes Disseminates and create awareness of staff guidelines

Office management

Supports office staff in administrative duties Coordinate and process visas for regional office staff and staff traveling to other countries, ensuring timely submission of applications and compliance with immigration requirements Supports the procurement and maintain a regularly updated databases on Johanniter office services (including TI, electricity, water etc…) agreements and renewals are processes Confirms that all administrative expenses (utilities, telephone, internet etc.) are done through the respective procurement policies and set of required paperwork Manages office supplies and keep stock record updated. Keeps and update tracking sheet for all running contracts Prepares meeting minutes, meeting notes and internal support materials Supports with small office and programmatic purchases Establishes and maintain a manual and electronic filing/record keeping system for easy storage and retrieval of documents Contribute to a motivated, effective and organized working environment Support with office and office equipment maintenance

Travels and events

Scheduling and coordinating appointments and meetings for staff and those for stakeholders Organise team travels to the field Organise external as well as in-house events Support with local, regional and international travel arrangements

Representation, liaison and coordination

Develops and maintain a good working relationship with stake holders, Government officials, vendors Coordinates with other departments ensuring team work to meet set targets Performs any other related task assigned by the supervisor or management

Safeguarding

Contributes actively to the implementation of the JIA Code of Conduct and all safeguarding policies Maintains high level of confidentiality at all times if you come aware of any safeguarding issue Does not take any step to investigate any known safeguarding incident or rumour Reports any safeguarding rumour and incident Disseminates Johanniter's position of zero tolerance as well as policies to all stakeholders (People we work with) at all levels

Person Specification

Professional Qualification and Experience:

Essential:

Degree in business administration, Management or any other related field At least 3 years of work experience in a similar position

Desirable:

Knowledge of humanitarian principles, core humanitarian standards

Skills

Strong organizational, planning and analytical skills Working proficiency in English (written and spoken) High-level knowledge and practice with Word, Excel, Outlook, etc. Good writing skills Strong social skills, effective and result oriented style of work Independent and team player Ambitious to learn and grow professionally Structured work mode Committed to the humanitarian principles, gender equality and social inclusion Willing and able to work in a multi-cultural team Ability to work under pressure and in changing environments and to adapt to the complex and stressful working conditions of the area of operations.

Johanniter is an equal opportunity employer. We encourage applications from women, people with disabilities and other disadvantaged groups.

This job description is subject to change and will be adapted according to operational requirements. In addition to the tasks listed above, the person holding the position is obligated to carry out indi-vidual assignments on instruction of the superior person, which by their nature belong to their activity or result from operational necessities. The person holding the position carries out work which, because of its infrequent occurrence, is not included in the job description but which, by its nature, belongs to the position.

It is Johanniter’s responsibility to create an environment built on integrity, respect and accountability, in which all staff and volunteers are comfortable to work and feel safe. We have a zero tol-erance policy when people cause harm to others. Those who misbehave or are complicit will be held accountable for harmful actions. It is the employee’s responsibility to promote appropriate behaviour and to report infringements that could potentially harm those in our organisation’s care and damage the reputation of Johanniter. Those who raise complaints or concerns will be appropriately protected and respected.