Position Summary:
The Finance and Administrative Assistant will be a member of the Operations Support Department, based in Amman, Jordan. He/she will be responsible for the administration of the Office and assisting the Finance department. He/she will report to the Operations Support Senior Manager.
Major responsibilities:
Administration Tasks:
- Greet and assist visitors
- Handle phone system calls, fax machine and printing machine.
- Receive, register and dispatch official letters
- Organize and schedule meetings and appointments
- Arranging interviews with candidates
- Making travel arrangements for staff, such as booking flights, cars, and making hotel reservations.
- As delegated, organize hotels, transportation, meeting venues, and restaurant reservations
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
- Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Implement guidelines for the operation of office support functions; reception, photocopies, translation services, communications (phone) cleaners and office maintenance.
- Update staff leaves tracker.
- Filing as requested
- Other tasks as assigned
Financial Task
- Maintaining accurate records for the issuing and replenishment of petty cash.
- Process invoices and follow up with clients, suppliers and partners as needed
- Ensuring proper documentation of payment vouchers and all other supporting document
- Enter payment vouchers into the financial system.
- Process for payment and maintain individual staff mission expenditure; advances and balances
- Print and scan of documents
- Delivering cheques
- Other tasks as assigned
Qualifications:
- Bachelor’s degree in Administration, Finance or a related felid.
- Minimum of 2 years of professional experience.
- Knowledge or experience in Costpoint is preferred.
- Able to meet deadlines, especially in periods with high work pressure.
- Excellent management, interpersonal and negotiation skills and a demonstrated ability to promote harmonious/cohesive teamwork, in a cross-cultural context.
- Ability to multitask, handle pressure well, flexibility, cultural and environmental sensitivity.
- Proactive and able to work under own initiative, while remaining a strong team player.
- Strong proficiency in MS Word, Excel, Outlook and PowerPoint is required.
- Fluency in Arabic and English both in writing and speaking.
Other Duties
This job description is a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks and duties. CRDF Global reserves the right to amend and change job descriptions and job responsibilities to meet business and organizational needs as necessary.
