Administration Volunteer

Job Title: Administration Volunteer

Directorate: Administration

Job Family Administration & HR

Reports to: Admin officer

Location: Amman, Jordan regional office

Job Role

Role Overview:

This position ensures timely and efficient administration, human resources and logistics support across ActionAid Arab region office in close coordination to programme and projects’ needs.

It is responsible for the daily officer petty cash, procurement, and logistics.

Key Accountabilities / Responsibilities:

Key Activities

Quotation

• Liaise with Finance Officer in timely delivery of cheques payments to suppliers, receiving invoices and other financial claims from suppliers and forward to finance.
• Prepare and submits complete, accurate and appropriate procurement and payment documents for approval and processing

Procurement

• Contribute to the preparation and monitoring of the AAAR office supplies needs;

Issue stationery and other office supplies to AAAR staff, maintaining up-to-date record of issues.

• Prepare regular reports of items used and stocks on hand.
• Ensure that office requirements from stationery and office supplied are maintained all the time with a reasonable (one month) stock
• Collect bids and offers from suppliers of all AAAAR offices procurements as requested by program and admin staff by following procurement manual procedures
• Work with the ActionAid technical officers and coordinators on the planning of their procurements needs in order to ensure timely provision of commodities or services.
• Ensure that the complete supporting and approval processes are accompanied with the procurement requests.
• Coordinate with Programme and Finance team to ensure that high standards of accountability and transparency are followed in all of the procurement and logistical operations.

Administration

• Help in prepare and maintain the AAAR physical inventory list.
• Maintain contact lists of AAAR staff, partners, government agencies, NGOs and private sector representatives.
• Supervise Care Takers daily office cleaning schedule

Logistics

• Manage vehicles movement and prepare daily drivers schedule
• Support Administration and Operations Manager in organizing programs workshops/meetings
• Assist in travel arrangements and logistic support locally and internationally
• Maintain a schedule for the use of the AAAR Conference room
• Control movement of visitors/suppliers/trainees inside office and do not allow entry to staff offices before coordination with concerned staff member

Other

• Ensure individual monthly work plans and progress reports are submitted to line manager regularly
• Be responsible to adhere/ Comply with approved organisational policies and procedures
• Perform such other duties as may be assigned by Line Manager

Education & Certifications

• A Bachelors\\Diploma degree in Business Management/Business Administration or any relevant qualification or extensive work experience.

Essential Experience

• At least 1-2 years of relevant experience in a reputable organization, preferably an INGO
• Fresh graduates are welcome to apply
• Basic knowledge of Microsoft Office applications
• Experience working in a multicultural environment
• Experience working in international organizations

Essential Knowledge

• Excellent communications skills, verbally and in writing (English/Arabic)

Essential Skills

• Strong and proven interpersonal skills that enhance one’s ability to work as a member
• Networking & Interpersonal
• Planning & Organizing
• Time Management
• Facilitation & Coordination
• Fluency in written and spoken English and national language
• MS Office

Essential Abilities

• Work under pressure
• Promote team synergy in a multi-cultural work environment
• Strong team player with ability to work in virtual teams
• Work towards tight deadline
• Work independently in remote areas
• Work on own initiative with minimum supervision and to stay on task.
• Ability to engage effectively with children & youth
• Engage partners at all levels