Middle East Regional Office Support Assistant

at Première Urgence Internationale
Published January 31, 2025
Location Amman, Jordan
Category Administration  
Job Type Full Time  

Description

Overall Objective

Under the supervision of the MERO Support Manager he/she is responsible for providing secretariat, finance and administrative support to the MERO to ensure that PUI activities are run in an effective and efficient manner.

Expected Starting date:

1st of March 2025

Tasks and responsibilities

Thematic n°1: S/he ensures smooth administrative and secretarial operations by managing official correspondence, travel arrangements, and logistical support for MERO staff and visitors
Thematic n°2: S/he oversees financial and cash management tasks, ensuring security and compliance with validation procedures.
Thematic n°3: S/he supports legal and administrative processes with Jordanian authorities, guaranteeing timely processing of documentation and payments.
Thematic n°4: S/he manages document archiving for administrative, HR, and financial records, ensuring accuracy and timely transfers to HQ.
Specific objectives and linked activities

ENSURE SMOOTH ADMINISTRATIVE AND SECRETARIAL OPERATIONS BY MANAGING CORRESPONDENCE, TRAVEL, AND LOGISTICS FOR INTERNATIONAL STAFFS AND VISITORS.
S/he provides secretarial support, including writing and translating (English ↔ Arabic) operational, technical, legal, and administrative documents such as letters, notices, and reports.
S/he supports travel arrangements for international staffs and visitors by booking taxis, hotels, and flights in a timely manner and circulating follow-up documents, including visitor contact details.
S/he manages bookings for taxi services and cars for international and national staffs traveling or transiting through MERO.
S/he ensures the welcoming of national and expatriate staff visiting MERO by coordinating with taxi drivers and sending office or guesthouse keys as necessary.
S/he maintains and updates the PUI contact list monthly.
S/he ensures PUI regional guesthouses and offices are properly maintained, equipped, cleaned, and prepared to welcome visitors, liaising with landlords and service providers as required.
S/he assists in the installation, maintenance, and repair of materials in the MERO offices and guesthouses, ensuring basic upkeep if not covered by lease agreements.
2. OVERSEE FINANCIAL AND CASH MANAGEMENT, ENSURING SECURITY AND COMPLIANCE WITH VALIDATION PROCEDURES.

S/he makes cash payments as instructed by the Manager, ensuring proper validation procedures are followed.
S/he prepares and distributes per diems and cash envelopes for expatriate and national staff transiting through MERO.
S/he maintains cashbooks regularly and ensures timely updates.
S/he archives invoices & monthly accounting records.
S/he manages cash transfers and withdrawals under the supervision of his/her manger.
S/he guarantees the security of cash and maintains the confidentiality of financial information.
S/he translates accounting documents when necessary to support accurate financial reporting.
3. SUPPORT LEGAL AND ADMINISTRATIVE PROCESSES WITH JORDANIAN AUTHORITIES, ENSURING TIMELY DOCUMENTATION AND PAYMENT PROCESSING.

S/he assists in all administrative procedures related to registration documents and processes with relevant authorities, such as vocational licenses.
S/he ensures timely legal payments for the Jordan and Regional Office, including social security and taxes, as instructed by the Manager.
S/he follows up on procedures for all legal requirements for international staff (visas, work permits) and visitors, ensuring timely application and extensions.
S/he builds visa applications and submits them online, by mail, or in person to consulates or embassies for timely acquisition.
S/he liaises with PUI Legal Counselor’s office to gather information or documents as instructed by the Manager.
4. MANAGE DOCUMENT ARCHIVING FOR ADMINISTRATIVE, HR, AND FINANCIAL RECORDS, ENSURING ACCURACY AND TIMELY TRANSFERS TO HQ.

S/he assists in archiving documents related to administration, HR, and finance.
S/he ensures the accurate archiving of accounting documents and arranges their transfer to HQ every three months or as instructed.
Profile

Required Skills

University degree in administration, accountancy and/or finance
HR knowledge and sensitivity
Previous experience in an NGO desirable
Language skills: Fluent in Arabic and good knowledge of spoken and written English.
Excellent communication and writing skills.
Reliable, rigorous and well organized
Able to manage priorities, take initiatives and work without constant supervision
Able to ensure neutrality and confidential information remaining within the Administrative department only.
Ability to work under pressure
Computer skills – Good command of Microsoft Excel, Word and Outlook.

Please send your CV and a cover letter both in English with at least 2 reference contacts.

Please name the subject of your email “Support Assistant” and your name

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