Junior Administration Officer

Job Description

The Rule of Law Project in Jordan is seeking a Junior Administration Officer - on a full time base employment.?Responsibilities:The position holder is responsible for:

• Smooth functioning management of financial administration, such as following up on contracts
• Preparing and verifying project vouchers in line with GIZ and client?s standard procedures
• Ensuring good communication and flow of information within the office
• Providing administrative services
• Managing procurement of goods and services in accordance with GIZ rules and regulations
• Monitoring car log book
• Managing the inventory system using GIZ programs and systems
• Logistical organisation of events, workshops and seminars in line with GIZ regulations
• General office management and assisting the team leader in his administrative tasks

?In this context, the position holder fulfils the following tasks:Tasks1. AdministrationThe position holder is responsible for:

• Monitoring the availability of consumables and stocks
• Filing documents in manual files and in DMS in line with GIZ?s InS filing rules and regulations
• Managing confidential files, specifically in the areas of finance
• The overall organisation of events and document meetings, workshops and seminars, coordinating support staff in this area
• Helps prepare visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel reservations
• Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes
• Office and supplies management: photocopies and scans documents as needed,

2. Finance and AccountingThe position holder:

• Collects vouchers, invoices and other relevant documents according to GIZ?s PuR, and filling in DMS
• Prepares project vouchers according to GIZ rules and regulation
• Maintains related C filing for Financial Section and keeps information confidential considering PuR and internal control manual
• Monitors car logbooks according to GIZ Rules and Regulation and calculation of private use
• Is responsible for filing documents in DMS in line with GIZ?s filing rules

3. Procurement of Goods and Services

• Supporting the procurement of goods up to Euro 2500 in accordance with the GIZ Rules and Regulations and in cooperation with InS? administration officer
• Supporting the procurement of services including local consultants contracts up to Euro 2500 in accordance with the GIZ Rules and Regulations
• Assisting Officer Responsible for Contract and Cooperation in following up the local consultant contracts over Euro 2500 that are prepared in GIZ Office, deliverables and preparation for payment
• Filing for Procurement of Goods and Services manually and electronically according to the GIZ rules and regulations
• Flight ticketing and booking of hotels for GIZ staff and consultant, according to GIZ rules and regulation? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?

4. Other duties/additional tasksThe position holder:

• Manages any translation needs ether through own capacity or through procurement of services
• Immediately reports all problems involving finance and regulations to the team leader
• Regularly checks the changes in GIZ Process and Regulations Tool (PuR) in relation to field of work
• Ensures that computers and software function properly
• Performs other relevant duties and tasks at the request of direct superior

Keyskills :
Administration