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 ICMC International Catholic Migration Commission
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Administrative and HR Assistant

Job Description and Requirements

PRIMARY RESPONSIBILITY:  The Administrative and HR Assistant is responsible for the provision of administrative support to the ICMC regional and Jordan country staff, including promoting and following for the strict implementation of the ICMC administrative and personnel policies and procedures.

Administrative Duties:

  1. Provide administrative support to the ICMC regional and Jordan country staff.
  2. As required by the supervisor, prepare official correspondence in English and Arabic for external parties and the Jordanian authorities.
  3. Assist the Office Manager and Jordan country team with translations when required
  4. Provide translation of official documents and publications.
  5. Establish links and suggest selection of preferred suppliers.
  6. Ensure a constant stock of Stationary and office supplies for the project teams and the ICMC administration.
  7. Handle the office petty cash and ensure all office utilities and telephones are paid in time.
  8. Maintain track of Zain and Orange mobile numbers and ensure payments are done on time.
  9. Manage mail between ICMC Amman office and field offices.
  10. Perform any other administrative duty as required.

HR Duties:

  1. Keep an updated staff contact list.
  2. Maintain complete personnel files for the ICMC employees.
  3. Keeping track of the leave records (annual, sick …etc) of ICMC employees.
  4. Track timesheets for all ICMC staff and ensure that time sheets do match the used leaves and that they are submitted within the agreed time limits, ensure that they are signed and filed.
  5. Focal point for the Medical & Life insurance and maintain all records of ICMC’s medical insurance scheme and ensure that claims are processes within agreed time limits and staff are regularly informed of any changes or additions to the scheme.
  6. Perform any other HR duty as required.

Communication and Coordination:

  1. Establish good and regular communication with service providers and suppliers.
  2. Establish good communication and coordination with all ICMC departments and project staff  

Other:

  1. Strictly follow the ICMC internal procedures and guidelines
  2. Perform any other duties as assigned by the supervisor

Required Qualifications:

  1. University degree in Social Work or related.
  2. Minimum three (3) years professional experience, preferably in the NGO sector.
  3. Proven experience in administration and familiarity with the labor legislation are required
  4. Excellent writing and communication skills in both Arabic and English
  5. Proven experience in translation of various official documentation
  6. Excellent command of MS Office and other computer programs, including good typing skills.
  7. Excellent team working skills and ability to work in a multicultural environment and under pressure