Admin Assistant



Humanitarian Action Division – Syria Mission (based in Amman)

Position: Admin Assitant

Duty station: Amman, Jordan

Closing date: 09/09/2017

PRESENTATION OF HANDICAP INTERNATIONAL

Handicap International is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.

Handicap International is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.


MISSION CONTEXT
The Syrian crisis is the greatest humanitarian crisis of the last 20 years. According to the latest UN figures, about 13.5 million people are currently affected by the crisis in Syria, including about 6.5 million IDPs, while over 4 million Syrians have sought refuge in neighbouring countries or in Europe. The current humanitarian response only provides a patchy and partial coverage of the growing humanitarian needs. Five years after the beginning of the crisis, the number of injured persons in Syria keeps rising, with a severe lack of rehabilitative care and psychosocial support. In hard-to-reach areas and/or areas of new displacement, local populations and IDPs are in need of emergency assistance in terms of food, household essential items, and other basic needs. The inclusion of the most vulnerable, including persons with disabilities, in the humanitarian response remains a major concern.

HI is managing a remote humanitarian program from three hubs in Jordan, Lebanon and Turkey, along four main pillars:
1.Support to health partners (hospitals, care houses, rehabilitation centers, local NGOs) for the provision of comprehensive rehabilitation services (physical rehabilitation, psychosocial support and/or prosthetics and orthotics) through training, technical supervisions and donations of rehabilitation material and/or equipment;
2.Provision of basic needs kits – Food baskets, Household Essential Items and Hygiene kits – in one-shot distributions to people who experience a sudden degradation of their living conditions due to renewed conflict, displacement and/or exclusion from humanitarian assistance.
3.Education to the risks and effects caused by conventional weapons (including mines, Explosive Remnants of War and Small Arms Light Weapons) and urgent marking of hazardous areas;
4.Training and technical support to other humanitarian actors on the inclusion of persons with disabilities and other vulnerable persons in the humanitarian response.

The current intervention is based on a mix of remote management of national teams and remote partnerships with local structures and organisations. HI has implemented some direct management programs in the past and is looking for ways to launch more in the coming months.

OBJECTIVES OF THE POSITION
Under the line management of the HR Coordinator, the Admin Assistant will be part of the coordination team based in Amman, and will have to support the day to day issues This position is new for the mission (creation), as such the Admin Assistant has to be extremely proactive and flexible, to set-up efficient relationships with each department and espicially with the South Hub, ensure good coordination and develop adequate frameworks.

The Admin Assistant will be responsible for all the daily mamangemnt of HR, Admin and Logistics tasks at mission level and will ensure smooth support. As such he/she will work in close coordination with south hub support services team he will have to move around time to time.

According to the position, the Admin Assitant must keep all the data confidential, and share it only with the relevant persons.

ACCOUNTABILITIES

Line manager: HR Coordinator

Line manager+1: SSC

Team managed: none

Transersal links:

- HR, Log n Admin Department of each hubs

- Coordination Team based in Amman;

- Headquarters (HQ based in Lyon – France)

MAIN TASKS
1.HR
Provide the tools for the administrative management of international staff (follow-up tables for contract, leaves, visa situation, appraisals…);
Follow up about all international staff movements, leaves (RR Holidays). Archiving and inform the management on daily bases.
Support recruitments processes by publishing announces, screenening cv, arrenging interviews and compiling the hr file acccording HI procedures(check the publication of job descriptions…);
Organize the Breifing agendas for each arrival or departure to amman. Ensure wellcome kit package and agenda are propperly prepared and delivered
Collection of perdiem and visa rembursemnts for the international staff and to be delivered at the south hub
2.Adminstration
Laison between coordination and south hub in order to organize daily/weekly/monthly payments of coordination expenses;
Responsible for collecting timsheet of national staff at coordination office and submision at south hub on time;
Responsible for updating and communicate the mission contact list with the support of all hubs;
Responsible for receiving and anounicng the visits of the coordinatino office;
Work as a despech rider among all the HI offices present in Amman;
When needed Scanning coping and translation of the documents (Invoices, receipts, delivery notes etc)
3.Finance
Responsible for the managemnt of serving advances to cover specific expenses;
Support Finance departemnt at both the Coordination and South hub level as requested by the line manager;
4.Logistics
Responsible to manage a small stock of stationary and office supplies;
Support logisitics on workshop organization (comunications, agendas, lunch and meals);
Upon request chanalize supplies requests for coordiantion office (stationary, or ad-hoc request);

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager or functional manager

REQUIREMENTS

Education and experience:

Should hold at least graduation Degree

1 year relevant experience in support role.

Previous experience with NGO/INGO would be a strong asset.

Ability to work in an Emergency & development (large and complex) work environment.

Understanding of the Humaniterian sector

Sensitivity to cultural differences, ability to work in a wide variety of cultural contexts

Willingness to work and/or travel in other programs, field office.

Should be a computer Literate, i.e Familiar with MS Word and Excel power point.

Professional & Personal skills:

- Strong organizational skills

- Excellent writing and communication skills

- Facility to resume, share, analyse and consolidate information

- Strong interpersonal, intercultural and human skills

- Autonomous, reactive and able to deal with priorities

- Diplomat, able to work collaboratively in a team

Languages:

- English and Arabic mandatory (oral and written)

- French a strong asset

JOB CONDITIONS:

- Remuneration: according to HI salary grid

- Duration/ Type of contract: 6 months renewable - based on a timeline project

- Others: Health insurance

- Travel: not highly mobile position..

- Security conditions: low level of insecurity in Jordan.

- Timing: 8:30am to 5:30pm from Sunday to Thursday with one hour lunch break.

(Note that working time can go up to 48 hours per week (according to the Jordanian labour law) if it is required by the volume of activities and by the line manager.)

RETURNING NATIONAL CANDIDATES: We strongly encourage national or returning national candidates to apply for this position. Handicap International strives to attract, motivate and retain qualified national staff in our programs.

Handicap International is an equal opportunity employer and particularly welcomes applications from persons with disabilities

Interested candidates may please send their resume with cover letter to the email below with “Admin Assistant” in the subject line.

Last date for application is 09/09/2017

Please address all applications to:

Email: