Admin Assistant / Receptionist - ACTED

Under direct supervision of HR/Admin Officer, the Admin Assist/Receptionist will be responsible to ensure efficient and adequate office external communication, internal management of secretary desk & tasks, stationeries, and update of ACTED directories.



Responsibilities



1.Office Management/Receiving Visitors:

a.Welcome guests/visitors (donors, NGOs, ACTED staff, journalists, suppliers etc.)

b.Communicate with departments prior to sending visitor to them

c.Handle phone system calls, fax machine and printing machine.



2.Copier, Phone & Fax:

a.Receiving and Answering Phone calls/Making phone calls and forwarding calls

b.Manage the internal phone system

c.Ensure that the phone system is always working and incase of problem call phone technician

d.Receive and Communicate all faxes, with Administrator

e.Send faxes as request

f.Look after the copier and ensure the its running well and if needed call the company for maintenance or change the cartridge if needed.



3.Directories / Contact list Update & Follow up:

a.Update regularly ACTED contact list for north Jordan

b.Update regularly ACTED north Jordan Directory and circulate to all departments. Update the Directories folder for Coordination unit.



4.Stationeries:

a.Maintain stationary Stock, ensure evening reception is preparing inventory regularly (every Thursday)

b.Distribute stationeries to departments.

c.Provide stationary pack for newly arrived staff

d.Prepare request / Purchase of stationeries when ever needed



5.Support other Departments:

a.Print/Scan and photocopy support for other departments

b.Assist Admin/HR on daily routine tasks (filing, computerizing & cross checking of data) and other assigned tasks / duties y the HR officer.

c.Supervise and monitor National staff daily attendance sheet and report to area Admin/HR officer;

d.Assist Coordination and other dept. on documents filing and sorting documents/data



6.Mail IN & OUT:

a.Receive mail and Pouches and Keep the record and hand it to the recipient department.(update Packing list File in Admin)

b.When Mail needs to be sent, call DHL or other couriers as required and Prepare Packing list. Keep the record in Packing List Follow up in Admin.

c.Responsible for mail boxes, dispatch incoming/outgoing mails

d.Receive, register and dispatch official letters (IN/OUT);

e.Translate Letters Arabic-English-Arabic as requested by Coordination/Administration

f.Keep register for acted north Jordan for references.



7.Support to Coordination Unit:

a.Filing as requested

b.Print and scan of documents

c.Prepare Notes/Agenda/Planning schedules

d.Arrangement of meetings (Meeting room/ensuring participants are on time/providing stationeries for the meeting if needed…)

Job Details

Date Posted:	2014-08-03
Job Location:	Amman, Jordan
Job Role:	Administration
Company Industry:	Other

Preferred Candidate

Career Level:	Mid Career
Gender:	Female

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Date Posted: August 03, 2014 at 01:12PM

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Admin Assistant / Receptionist - ACTED