Senior Administration Officer
International Rescue Committee
Total years of experience :11 years, 2 Months
• Represent the Administrative Manager In his absence to supervise the Administration department which serves 3 country programs (Jordan, Syria, Regional office).
• Manage IRC facilities including "4000 SQM-office building" and over 35 apartments rental, ensuring that PRs and lease forms, contracts, and payments are raised and processed in a timely manner, supervising the housekeeping and maintenance team, and managing IRC guest houses.
• Act as primary focal point for all arrangements related to expatriates and visitors, including hotel accommodation, staff housing, real estate agents contacts, lease agreements, landlord liaison, maintenance and repairs for rented apartments, utilities payment and tracking, regular update for the tracking sheet of staff housing (occupancy) in Amman
• Assist the Shared Services Unit Coordinator (SSUC) in budget preparations and monitoring actual expenses against budget lines for facilities lines
• Manage external events and conferences, including governmental approvals, venue booking according to the requester requirements and payment finalization, noting that I arrange around 60 external event per year
• Support in official correspondence including drafting letters for visas, work permits, residences.
• Deal with purchase requests and handles the office needs
• Manage Support Services Unit payments and invoices.
• Negotiate, prepare and monitor the equipment maintenance contracts as well as the contracts with all service providers;
• Advice Finance on terms and conditions of contracts relating to lease and maintenance of equipment to ensure that payments are made as agreed.
• Assist the expatriate staff in finding of adequate housing according to CARE policy and assist in installations.
• Supervise the overall vehicle management and ensure the application of CARE Jordan policies and procedures.
• Organize vehicle programming, vehicle movements and travels.
• Ensure approvals are in place before repairs are undertaken.
• Ensure that new vehicles are correctly registered, insured, etc, and initiate the process of renewal of documentation as required.
• Keep a record of annual fleet renewal documentation and process renewals accordingly.
• Maintain the vehicle monitoring tools
• Ensure regular and at least one physical count annually and produce the report.
• Prepare the necessary updates to the inventory for the annual insurance of CARE properties through CARE Headquarters for main office
• assure adherence to established policies and procedures.
• assure adherence to donor regulations and local laws
• meet with vendor representatives as appropriate
• review purchase requests (PR) for completeness and approvals
• analyze quotations, and prepare summary bid analyses (SBA)
• negotiate with vendors, within limits of authority
• conduct anti-terrorism list checking for vendors (either directly, or by routing to other personnel to perform)
- Establish and manage an effective system for obtaining camp entry permits for staff, visitors and materials
- Establish and manage an effective system for management of stationary, and tea/coffee/sugar - including controlling quantities given to each workstation, and ensuring timely procurement
- Organize smooth visits to Za'atari camp (e.g. for Oxfam regional or headquarters staff, media, policy team, etc) - vehicles, meeting rooms, camp staff to act as guides, etc
- Establish and manage a system for booking district WASH centers
- Establish and monitor system for monitoring staff attendance, and coordinate with HR
- Acting as first point of reference for visitors and inquiries
- Communicating with and updating the team about team activates, visitors from other offices, holidays and other relevant information
- Inform IT department of all camp IT issues and follow up on their repair/maintenance, such as internet, printers, and computers etc.
- Supervise cleaners and casual workers
- Ensuring effective communication within the office through the maintenance and updating of the office diary and notice boards.
- respond to inquiries
- Monitoring and reporting of staff attendance
- Prepare standard as well as project specific organigram.
- Acting as HR focal point in the field
- Managing Cars movements (Logs Support)
•Engaging actively online through different social media platforms on behalf of the client.
•Receiving inquiries from the customers and solve their issues through social media platforms.
•Following up with customers about their issues.
•Initiating conversations with customers upon pre-defined related search keywords on twitter.
•Providing relevant, accurate information to customers on behalf of the client.
•Ensuring and provides quality service to both internal and external customers.
•Translating scheduled contents plans from English into Arabic.
•Preparing reports to the management.
• Trainee at Talal Abu-Ghazaleh Organization Translation. From 14 Aug\2011_ 16 Nov\2011.
•Four certificates from INJAZ: Success Skills, We Are the Leaders of Society, How to Be a Leader, and Work Ethics.
• Bachelor Degree in English language & Translation from Al-Zaytoonah University of Jordan rating "very good". June, 2012
• Tawjihi certificate in Literary branch from Abu Alanda Secondary School 2008\2009