Operational Context

The Administrative Assistant supports the day-to-day administrative and logistical functioning of the JRS Jordan Country Office under the direct supervision of the Administration and Liaison Officer. The role provides essential operational support across office management, procurement execution, cash administration, and activity logistics ensuring that the country office and its programme activities are properly resourced and running smoothly. The role works in close coordination with the Project Coordinator and Project Assistant on activity-level logistics, and with the Finance Officer on petty cash and expense documentation.

Main Responsibilities and tasks of the Position

Office Administration and Support

Manages the day-to-day administrative functioning of the country office, including filing, correspondence, rental, document management, and office supplies inventory.
Maintains organised and up-to-date records of office assets, equipment, and consumables; flags replenishment needs to the Admin and Liaison Officer in a timely manner.
Supports the Admin and Liaison Officer in coordinating office maintenance, cleaning, and facility-related requests.
Receives and routes incoming correspondence, deliveries, and visitor requests; ensures proper documentation of all incoming and outgoing communications.
Welcomes visitors and manages incoming calls, directing both to the appropriate staff or department.
Procurement Support

Executes small and routine purchases for office operations and programme activities within approved thresholds and in line with JRS procurement procedures; submits all receipts and supporting documentation to the Admin and Liaison Officer and Finance Officer.
Obtains quotations up to the agreed threshold and supports the Admin and Liaison Officer in the preparation of purchase requests when needed.
Coordinates the delivery of purchased items to the relevant activity location or office space; confirms receipt and condition with the requesting unit.
Maintains an organised record of purchases, receipts, and procurement documentation; supports audit readiness for all transactions within scope.
Cash Administration

Manages the office petty cash box under the oversight of the Finance Officer.
Ensures accurate documentation of all cash transactions in line with JRS finance procedures.
Prepares cash disbursement requests and expense claims with complete supporting documentation; submits for Finance Officer approval prior to disbursement.
Conducts regular petty cash reconciliations and reports balances to the Finance Officer as required.
Activity Logistics Coordination

Coordinates the logistical arrangements for programme activities as directed by the Admin and Liaison Officer and Project Coordinator: venue booking and setup, transport scheduling, material preparation, and refreshment procurement.
Liaises with bus drivers and transport providers; shares participant movement schedules and ensures transport arrangements are confirmed in advance of each activity.
Confirms with venues that spaces are ready, equipped, and available; reports any gaps or issues to the Admin and Liaison Officer or Project Coordinator.
Supports the Project Assistant in the field during activity openings and closings when logistics require additional coordination on the ground.
Vehicle and Fleet Support

Coordinates vehicle scheduling and use requests in line with country office procedures; maintains the vehicle booking log and ensures requests are submitted with sufficient lead time.
Follows up on vehicle maintenance needs, fuel records, and logbook completion; reports any issues to the Admin and Liaison Officer.
Other Duties

Attends internal team meetings and contributes administrative updates as requested.
Performs other tasks as directed by the Admin and Liaison Officer within the scope of the role.
Qualifications & Skills

University degree or diploma in Business Administration, Office Management, or a related field; equivalent practical experience will be considered.
Minimum one to two years of experience in an administrative, logistics, or operations support role; experience in an NGO or humanitarian context is an asset.
Strong organisational skills; ability to manage multiple tasks, track details accurately, and follow through without close supervision.
Strong communication and interpersonal skills; ability to engage participants, community members, and colleagues with professionalism and sensitivity.
Understanding of safeguarding, protection principles, and confidentiality in a humanitarian context.
Proficiency in Microsoft Office (Excel, Word); experience with project management or reporting tools is an asset.
Fluency in English and Arabic.
Willingness to be present in the field during activities, including occasional weekends during implementation peaks.
Core Values and Ethics

Commitment to JRS’s mission, vision and values.
Ability to convey with enthusiasm JRS’s role in accompanying and serving refugees and forcibly displaced people and to advocate for their right to protection and a life in dignity.
Trustworthy and good listener.
High sense of discretion in dealing with confidential matters at all times.
High integrity and honesty; ability to deal tactfully and discreetly with people, situations and information.
Acceptance of diversity and inclusion as core values.

Applications are to be sent by email, marked Administrative Assistant in the subject line. Both the CV and the cover letter should be in English and are to be sent as Word or pdf attachments.

Applicants should submit the following (applications that don’t include all the documents required will not be considered):

An updated Curriculum Vitae (CV).
A Motivation Letter outlining suitability and interest for the position.