Job Opportunity at the International Rescue Committee in Jordan: Admin Assistant

The International Rescue Committee is looking to hire an Admin Assistant to join the team in Jordan. Reporting to the Project Coordinator, the Admin Assistant will be responsible for administrative management of the MacArthur 100 & Change initiative.

Main Duties: 

1. Regional team administrative support:
   • Organize Incoming documents to the Project team members (inbox) – checking file completion and prioritizing appropriately in order to follow up with the appropriate staff.
   • Provide direct administrative support to regional project team including copying, dissemination of documents, preparation of expense reports, etc.  
   • Produce reports, collect information, compile data, and organize files as requested by the project team.
   • Book travel arrangements (flights, accommodations, and transportation) for senior management team members.
2. Schedule and meeting management:
   • Maintain detailed schedule management for regional project team, including travel to countries of program implementation.
   • Coordinate with HQ and Sesame Workshop staff to schedule all necessary calls/meetings with Education technical unit, IRC senior leadership, and Sesame Workshop staff and leadership.
   • Attend meetings as requested to take notes and follow up on actions as needed.
   • Maintain and circulate organized meeting notes.
3. Visitor Management and Event Coordination:
   • Manage and maintain detailed visit schedules for all incoming visitors including supporting Country programs with visitor management.
   • Maintain detailed visitor tracking log for all project sites.
   • Liaise with security and Shared Services Unit for visitor logistics.
   • In coordination with the project team and communications colleagues ensure that all visits have relevant and needed documents and briefing notes.
   • Ensure high-level visits follow appropriate protocol.
4. Focal point with Shared Services Unit, Finance, and Supply Chain:
   • Ensure office equipment is stocked with required supplies (toner, paper etc.) for IRC and Sesame workshop team.
   • Assist project team members in organizing staff and/or external meetings, conferences, and workshops, including venue logistics, travel, and transportation.
   • Coordinate international staff benefits (e.g., housing, security).
   • Responsible for payments tracking and communication, including updating the tracking sheet, and informing suppliers about transfers and checks readiness for collection.
   • Provide support on budget recodes and other financial management needs as necessary.
5. Support Project Coordinator to maintain project management tools, systems, and document storage
6. Other tasks as assigned by the Project Coordinator and project team.

Requirements:

1. University degree in Business Administration or a relevant field.
2. Minimum of two years of professional experience in office administration, preferably with an international NGO or multi-national firm.
3. Self-motivated, honest, highly responsible, and punctual.
4. Ability to improvise and be flexible when needed working under pressure.
5. Excellent communication skills both verbally and in writing.
6. Excellent organizational skills and ability to multi-task in fast-paced working environment.
7. Fluency in English and Arabic.
8. Proficiency in Microsoft Office.