IT & Administrative Assistant

Found in: beBee jobs JO - 2 weeks ago

Amman, Amman, Jordan The Johanniter International Assistance Full time
" Job Description

Job Title:
IT & Administrative Assistant

Organisation:
Johanniter International Assistance

Organisation Description:

The Johanniter is a German Non-Governmental organization, dedicated to excellence in the field of first aid, ambulance service, social service programmes and other projects in the medical and social field.

The Federal Headquarters are based in Berlin, Germany. Johanniter International Assistance is the department for development cooperation and Emergency aid, implementing and supporting projects worldwide. )

Duty Station:
Country/ Regional Office Amman, Jordan.

Job Description:
____________________________________________________________

IT and Logistic Administrative Assistant will be:

Supervised by:
First Line Manager - Finance/Log/HR Coordinator

Reporting to:
Logistic – Finance and HR manager

Working with:
Johanniter country/ regional team

Job Responsibilities:

Job Summary:


The IT & Administrative Assistant will be responsible for overseeing the organization's IT infrastructure, ensuring its smooth operation, security, and integrity.

He/She will provide technical support to staff, manage IT systems and networks, and implement IT projects as required.


He/She shall also be responsible for providing essential support to the organization's logistics and administrative functions, ensuring the smooth operation of office activities, procurement of goods & services, inventory management, travel arrangements, support with the scanning & filling financial documents and exclusively responsible for driving the organization vehicles, to support with administrative tasks outside of the Office as needed.


Key Responsibilities:
Information Technology – (40%)

Maintain and monitor the organization's IT infrastructure, including hardware, software, networks, servers, and peripherals.
Provide technical support and troubleshooting assistance to end-users regarding hardware, software, network, and system issues.
Install, configure, and upgrade computer systems, software, and network equipment as needed.

Ensure the security and integrity of IT systems, including implementing and monitoring security measures, antivirus software, firewalls, and access controls.

Manage user accounts, permissions, and access rights across various IT systems and platforms.
Plan and implement IT projects, including system upgrades, migrations, and deployments, in collaboration with relevant stakeholders.
Conduct regular backups of data and ensure disaster recovery procedures are in place and tested.
Collaborate with external vendors and service providers for IT-related procurement, maintenance, and support services.

Logistics & Procurement – 40%

Assist in procurement processes, including preparing requests for quotations (RFQs), obtaining price quotations, and processing purchase orders.

Coordinate with vendors and suppliers to ensure timely delivery of goods and services, and maintain records of procurement transactions.

Responsible for procurement and management of office supplies such as stationary, cleaning materials and catering supplies.

Assist in inventory management, including receiving, recording, and storing goods and supplies, and conducting periodic inventory counts and reconciliation.

Arrange travel logistics for staff, consultants, and partners, including booking flights, accommodations, transportation, and visas.

Responsible for Driving the Organization Vehicle, ensuring cleanliness, fueling, logbook maintenance, checking/requesting timely maintenance after inspection of vehicles, and renewal of insurance agreements in collaboration with the line manager.

Assist in organizing meetings, workshops, and events, including preparing meeting rooms, arranging catering services, and coordinating participant logistics.

Administrative tasks 20%


Assist in scanning and tracking all Financial and administrative documents, such as Vouchers, contracts, agreements, and any other administrative/Financial/and Logistics documents as needed.

Support with filling of all logistics and administration/HR documents as instructed by the line manager
Perform any other task assigned by the line manager.

Competencies:
Diploma in IT-related studies Computer Science, Information Technology, or a related field. A diploma in relevant IT fields (e.g., CompTIA A+, Network+, Security+, Microsoft Certified Systems Engineer) would be an advantage.
Proven experience working in a similar role, preferably in an NGO or nonprofit organization.

Strong technical skills in IT systems and network administration, including knowledge of operating systems, software applications, hardware components, and network protocols.

Experience with IT infrastructure management, including servers, storage systems, virtualization, and cloud computing.
Knowledge of cybersecurity principles, practices, and tools, including firewalls, antivirus software, intrusion detection/prevention systems, and encryption methods.
Proficiency in troubleshooting and resolving hardware, software, and network issues.

Excellent communication and interpersonal skills, with the ability to effectively interact with staff at all levels of the organization.

Proficiency in English language is highly desired for this position.
Strong problem-solving abilities and attention to detail.
Valid Jordanian Driving License, the ability to drive a manual car is a must
Ability to work independently and collaboratively in a team environment.

Must be a Jordanian with good knowledge of City of Amman and its surroundings

Work Conditions

This position may require occasional travel to field locations.

The IT / Log Administrative Assistant may be required to work outside of regular office hours to perform system maintenance or respond to IT emergencies.


Note:
This Job Description is dynamic and can be adapted at any time.

Apart from the above-mentioned duties, The employee should fulfill other tasks requested by his/ her line managers that belong by its character to this postision or respond to operational needs.

The employee understands and accepts the tasks and conditions mentioned in this document.

_______________________________ _____________________________

(Employee) (Head of Mission)

"

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