ADMINISTRATIVE ASSISTANT

 AMMAN MUTUALIZED SUPPORT OFFICE (AMSO)

CONTEXT

Amman Hub:

MSF has been present in Amman since 2006 with different missions and OCs and since 2015 with delocalized HQ offices.

In 2018, MSF signed a Host-Country Agreement (HCA) with the Jordanian authorities and consolidated its presence in the country becoming one of the MSF Hubs around the world with the aim to support the quality of our operations in the region and beyond.

Today, Amman Hub is a complex setting including the presence of 5 OCs with Operations and Organizational Support:

• Units: OCA MENA office, OCBA CAHM (Centre for Advanced Humanitarian Medicine), OCG MESO (Middle East Support Office),Operational Cells: OCBA Cell 1 (Afghanistan, Yemen, Palestine, Syria) and OCG Cell 5 (Iraq, Lebanon, Yemen).
• Missions: OCP Jordan (Reconstructive Surgery Hospital), OCBA Syria mission (remote) and ad hoc temporary hosted missions including OCA Gaza mission (e-response), OCB and OCP Syria mission, OCBA Palestine/Yemen, OCG Lebanon/Yemen/Iran/Iraq/Sudan, OCA Yemen
• An intersectional Amman Mutualized Support Office (AMSO): for Finance/HR/Admin/Log/Supply/ICT that supports OCA, OCBA and OCG teams in Amman.
• Hosted positions from different OCs and the International Office;

Amman Mutualized Support Office (AMSO)

The AMSO, is an intersectional unit, the purpose of which is to support MSF teams based in Amman to fulfil their role amid the growing complexity of our interventions and new challenges in the Middle East and beyond.

The AMSO provides direct support in terms of HR, Administration, Finance, Logistic/Supply and ICT to 3 OCs (OCA, OCBA and OCG) and hosting entities and staff that might need to be temporarily relocated in Amman

The main objective of the AMSO is to enhance coherence, efficacy & efficiency, as well as adaptability and resilience to respond to growing needs and unplanned events.

The AMSO is managed by a Head of Resources who currently operates under the direct supervision of OCA Head of Bureau, while the ownership of the AMSO belongs to the 3 OCs represented by the 3 the leaders of the three OCs organized in a Steering Committee.

After two years of running, and despite big achievements in terms of policies harmonization and streamlining procedures and tools, there is still a lot of work to do. Growing ambitions in Amman and in the region by some OCs, compounded with a destabilized region, has implied a permanent increase of volume and complexity of the work for the team: increase of more than 100% (37 to 79) of the number of people supported in 2 years, high turnover and hosting has become an activity in its self (we have hosted over 80 people since 2022, including 5 OCs, Lebanon teams, E-pool, CIMTs, etc.

SCOPE OF RESPONSIBILITIES – OBJECTIVES OF THE POSITION

Within the AMSO and under the direct supervision of the Administration Officer, the Administration Assistant will be supporting of the implementation of the following Administrative activities:

• Movements
• Accommodation
• Cleaning and upkeep of facilities
• Events management (Training/Meeting/Workshop/Press Conferences)

Specificities of the position

The Administration Assistant will be specifically in charge of all visitors (including for events) and hosted staff. He will support the Administration Officer for permanent staff as defined above if relevant and possible.

Movements

• Coordinating visitors and staff’s movements (Jordan and foreign visas, work/residency permits if relevant, plane tickets, taxis, accommodation, travel letters, allowances, per diems, briefing plans, contact lists, Welcome in Amman, invoices verification, etc.) in coordination with the concerned people, missions, headquarters and other MSF entities
• Gives feedbacks on the implementation, document relevant information and support the Administration Officer for the following tasks:
  • Designing associated processes and procedures in order to ensure the smooth running of MSF's activities
  • Ensuring contact with MSF Jordan Protocol Office and external partners to stay informed on policies and procedures related to movements, entry/work regulations (immigration, UN, airline companies…)

Accommodation

• Managing visitors and hosted staff accommodation when required (housing/rooming assignments, ensuring proper management of hotel lodgings and apartments (furniture, equipment, cleaning, utilities, etc.) in collaboration with Facilities Management)
• Gives feedbacks on the implementation, document relevant information and support the Administration Officer for the following tasks:
  • Assessing the possibilities and organizing another model of accommodation getting closer to an HQ set-up

Cleaning and upkeep of facilities

• Ensures cleanliness of offices and apartments, in collaboration with the cleaners (planning, cleaning materials and hygiene products supply in collaboration with Facilities team, small stock of hygiene products management in offices and apartments)

Events (Training/Meeting/Workshop/Press Conference)

• Managing (planning, implementation, follow-up and reporting) hosted as well as in-house organized events (training sessions, meetings, workshops and press conferences in Amman Gives)
• Gives feedbacks on the implementation, document relevant information and support the Administration Officer for the following tasks:
  • Drawing guidelines, developing ways of working for hosted as well as in-house organized events (training sessions, meetings, workshops and press conferences in Amman
  • Assessing the market to choose or confirm the venue for the event and accommodation, including back up plans

Others

• Contract management: Support Finance team into analyzing the market, choosing service providers and/ or following up relevant service contracts in offices (cleaning, hotels, travel agencies, taxi, etc.)
• Address staff inquiries regarding policies, procedures, and tools
• Additional Administrative tasks delegated by the Administrative Officer

REQUIREMENTS

Education

• Desirable degree in finance, management (business, HR) or administration

• Experience
• Essential previous working experience of at least two years in relevant jobs
• Desirable experience in MSF or other NGOs in developing countries
• Technical competencies
• Planning and organization
• Good writing English skills
• Excellent knowledge of the Microsoft 365 tools (PowerPoint, Excel, Word)
• Driving license
• Language
• Essential, office working language (English)
• Essential, Arabic
• Personal competencies:
• Good interpersonal skills, sense of dialogue and ability to listen
• Team player: ability to coordinate with numerous stakeholders and partners
• Ability to work autonomously
• Pro-active and solution-oriented
• Flexible and capacity to adapt quickly under pressure
• Ability to work in a multicultural team
• Results and Quality Orientation L2
• Teamwork and Cooperation L2
• Behavioral Flexibility L2
• Commitment to MSF Principles L2
• Stress Management L3

Applications (curriculum vitae in English + cover letter) must be submitted no later than the 8th of March 2025. In the email subject line, please state the job title, ADMINISTRATIVE ASSISTANT , in English.

Only shortlisted candidates will be contacted.

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