ADMINISTRATION OFFICER
IFRC international Federation of Red Cross and Red Crescent
Total years of experience :16 years, 8 Months
Report to HOCO.
Management of administration, vehicle fleet, office procurement and support to the HoCO:
1. Lead the office on administration procedures, maintain and develop administrative procedures as well as manage the archives and records of Amman office according to IFRC guidelines
2. Line manage and supervise with coaching the support staff of the office, including the two drivers/administrative assistants, housekeeping staff and casual labourers.
3. Ensure appropriate legal services are provided to Amman office by exploring all possibilities.
4. Arrange the “Welcome” package for each arriving staff /delegate/visitor, to include information on the country, security and general information and arrange briefing programme as relevant
5. Documentation management including preparation, tracking and ensuring proper filing systems are in place for the office
6. Provide various PA duties including management of HoCO’s diary; drafting letters/faxes and other correspondence, taking minutes of staff meetings, drawing up programmes for selected visitors to Amman office
7. Manage the translation service, including an in-house translator and out-sourcing to external translation and interpretation companies as needed
8. Manage procurement, import and export for Amman office according to IFRC standards
9. Manage Amman office’s vehicle fleet according to IFRC standards, and manage vehicles movement and field trips and ensure adequate security for the office and its properties.
10. Manage two drivers/administrative assistants and co-ordinate their assignment and workload
11. Responsible for booking flights, arranging transport, obtaining visas and permits for delegates, staff and visitors
12. Arrange accommodation for delegates and visitors.
13. Liaise with travel agents, airlines, hotels and other administrative related service providers and suppliers to ensure the most appropriate and cost efficient services and flights.
14. Provide administrative support to all hosted PNS and contribute to the development and implementation of administrative issues in integrated agreements when applicable.
15. Ensure that the office premises are adequately maintained and that the office utilities (electricity, water, telephone, fax, e-mail, office security system, garbage services) are functioning properly and invoices paid to services providers.
16. Coordinate with the programme delegates to Support and Facilitate in organizing training and workshops under the project
17. Identify apartments for expatriates and ensure that all houses leased are equipped according to the standards list and properly maintained according to contract with the landlord and Federation rules. Ensure timely renewal of lease agreements
18. Ensure that all personnel have a well-equipped workstation and attend to any requests regarding stationery and furniture.
19. Supervise the receipt and safe storage of all goods and stationeries in the office. Ensure that adequate systems for stock control are in place including physical stock take every six months for office or household furniture and equipment.
20. Organise at least once a year physical stock takes and check all fixed asset movements and disposals in order to reconcile and update the record on the Fixed Asset Register and the Insurances contract. Inform the Finance Manager of the results and any discrepancy. Evaluate the depreciation of all assets and organise with the concerned staff the disposal according to the Federation procedures. Maintain adequate insurance for Federation assets
21. Support the Delegates to manage, implement, monitor and report MADAD project activities and budgets
Coordination:
• Support and strengthen coordination within movement partners
Administration:
• Provide translation and interpretation support as required
• Assist programme delegates to organize travels and field visits
• Documenting, filing and maintenance of all project documents, agreements and reports
• Manage and provide all needed administrative support for programme implementation and management.
• Support procurements.
• Support in identification and development of agreements with training institutions.
Project Management:
• Work in the planning and implementation of assessments including labor markets and baseline studies for the project
• Assist the development and follow-up of the project work plan.
• Support the development and implementation of CTP activities.
• Managing and reconciling working advances
Reporting, Monitoring and Assessment:
• Prepare and submit regular monthly reports
• Working closely with the Database and Information Officer to ensure that the project activities are correctly captured.
• Work closely with national society counterparts to ensure efficient and effective implementation of the;
• Support in Programme monitoring
• Any other tasks that may be assigned by the manager from time to time.
• Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
• Maintains office staff by recruiting, selecting, orienting, and training employees.
• Maintains office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• organize appointments and meetings
• maintain calendars and schedules
• manage travel arrangements
• prepare and distribute minutes of meetings
• arrange and prepare presentations
• prepare and distribute correspondence
• compile and present special reports
• answer, screen and direct incoming calls
Al Khalidi Medical Center Executive secretary and HR assistant 2004 to 2008
• Supervise secretaries, receptionists, and medical billers and coders.
• Oversee billing, coding, and collections.
• Schedule appointments.
• Maintain medical records. Perform data entry and processing.
• Develop and implement office policies and procedures
• Arrange the Ceo of the department appointments, meetings, and travelling, pickup, reservations.
• Compile and record medical chart and correspondence.
• HR tasks - Focal point for the department.
-Â Â Comprehensive and accurate knowledge of the function of HR tasks and all Jordanian labor laws.
-Â Â Assist in the Administrative / financial management and facilitating necessary contacts with.
-Â Â Assist in ensuring the correct storage and rotation of stocks
-Â Â officials.
  Holding petty cash and responsible of all purchasing process.
  Responsible of tracking and filing, leases and contracts with relevant authorities, landlords, vendors, suppliers etc.
-Â Â Responsible for organization documentation such like strategies, action plans and meeting.
-Â Â Arrange for meetings, training courses, workshops and conferences.
-Â Â Files organization and filing systems.
-Â Â Support the staff on working matters when needed
  Translation
  Reporting to the Managers.
  Holding Petty cash and provide all the necessary materials for the company
training in project coordinator
HR, executive secretary, receptionist, customer care,
Ph'd in General Mangement with V.G level
Master degree in Electronic Buniess Administration with Level of V.G.
Business administration study which include accounting ,administration, HR management .......,etc
