Administration Officer

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Position Title: Administration Officer
Location: Amman
Country: Jordan
Deadline Date: 8/10/2024

Job Details

Job Posting Organization:
The Norwegian Refugee Council (NRC) is an independent humanitarian organization that has been providing assistance to people forced to flee since its establishment after World War Two. Operating in 40 countries, NRC delivers emergency and long-term support to millions of individuals each year. The organization advocates for the rights of displaced persons and offers expertise through its global provider, NORCAP, which enhances the ability to respond to crises. NRC also manages the Internal Displacement Monitoring Centre in Geneva, a leading entity in reporting and advocating for internally displaced individuals. NRC's mission is to protect displaced people and assist them in rebuilding their lives, specializing in areas such as security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security, education, shelter, legal assistance, protection from violence, and water, sanitation, and hygiene. The organization is committed to diversity in its workforce, promoting equal opportunities regardless of age, gender, ethnicity, nationality, or physical ability.

Job Overview:
The Administration Officer will play a crucial role in ensuring the smooth operation of NRC's administrative functions in Amman, Jordan. This position involves implementing NRC policies and guidelines, managing office administration, and ensuring that the needs of NRC visitors and consultants are met. The officer will be responsible for preparing status reports, maintaining administration archives, and overseeing travel and accommodation arrangements for staff and visitors. The role requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently. The Administration Officer will also be expected to contribute ideas for improving administrative processes and ensuring compliance with NRC regulations.

Duties and Responsibilities:
The Administration Officer's duties include general office administration management, implementing office policies, and ensuring adherence to NRC protocols. Specific responsibilities encompass managing visa processes for international staff, overseeing minor maintenance of office equipment, organizing international travel arrangements, and ensuring adequate supplies of stationery and office materials. The officer will supervise service staff, maintain guesthouses, liaise with landlords regarding lease agreements, and monitor the utilization of NRC premises. Additionally, the officer will provide general support to NRC international staff and propose changes to improve office operations.

Required Qualifications:
Candidates must possess a Bachelor's degree in Business Administration, Public Management, International Relations, or a related field. A minimum of 2 years of experience in administrative roles, preferably within non-profit organizations or international NGOs, is required. Proven administrative skills related to office management or executive secretarial work are essential. Candidates should demonstrate resourcefulness and the ability to follow up on tasks independently. Knowledge of local context and experience dealing with governmental authorities is also necessary. Intermediate computer skills in Microsoft Office (Excel, Word, and Outlook) are required, along with a service-oriented mindset and excellent attention to detail.

Educational Background:
The position requires a Bachelor's degree in a relevant field such as Business Administration, Public Management, or International Relations. This educational background is essential for understanding the complexities of administrative functions within a humanitarian organization and for effectively managing the various responsibilities associated with the role.

Experience:
The Administration Officer should have at least 2 years of relevant experience, ideally within non-profit organizations or international NGOs. Experience working with aid agencies or embassies in the Middle East is highly desirable. Candidates should have a proven track record of administrative skills, particularly in office management or executive secretarial roles, and should be familiar with the operational context of the Middle East and North Africa.

Languages:
Fluency in Arabic is mandatory, with excellent writing skills required. A very good command of the English language is also necessary to facilitate communication within the organization and with external stakeholders. Proficiency in additional languages may be considered an asset but is not mandatory.

Additional Notes:
This position is classified as a Grade 5 Officer level, Junior Level role, and is based in Amman, Jordan. The contract is a National Fixed-Term Contract, set to last until December 31, 2024, with the possibility of extension based on funding availability, business needs, and satisfactory performance. Candidates must have the legal right to work in Jordan, as NRC is unable to provide work permits or visa sponsorships. The organization encourages applications from all qualified candidates, particularly female candidates, to foster a diverse and inclusive work environment. Interested applicants should submit their CV, cover letter, and copies of academic and professional certificates by the application deadline.