Job Description

Position Title: Admin assistant
Project Location: Yemen, Aden Gov.
Based: Aden
Posting Date: 27-AUG-2024   
Application Deadline: 31-AUG-2024
Position Category: Full-time  
Languages Required: English / Arabic  
Duration of Initial Contract: 3 months with property of extension

Background

The Society for Humanitarian Solidarity (SHS) is a nonprofit humanitarian NGO based in the in Aden, Yemen. It was founded in 1995.The SHS provides assistance to refugees and migrants who arrive in Yemen every year. The organization also assists the local community in Yemen. The NGO won the Nansen Refugee Award, dedicated by the UNCHR. SHS has partnerships with UNCHR, OCHA, and WFP.

GENERAL JOB SUMMARY: 

The general functions of the Administration Assistant are to handle front office tasks, make travel and meeting arrangements, and to maintain an appropriate filing system. S/he will ensure the efficient and smooth day-to-day office administration. As part of HR team, the Administration Assistant has a key role in the administration function in Aden, including utilities, asset, and property management, making air travel arrangements, communication, managing stationary supplies, etc. This position is also responsible for coordinating with field offices.

ESSENTIAL JOB FUNCTIONS: 

1.    Assists SHS management in facilitating the smooth flowing of routine administrative work of the SHS office and program support operations.
2.    Facilitates training to all support staff to ensure the smooth uninterrupted implementation of all SHS programs.
3.    Assists SHS management in facilitating the adherence to SHS administrative, IT, Human Resources, and Logistics procedures and policies. Provides training and guidance to support staff, as needed.
4.    Ensures that all agreed SHS technical, administrative and management systems, and standards are adhered to.
5.    Responsible for the smooth running of the following office functions: reception of visitors, photocopying and mail services, and telephones.
6.    Prepares duty roster for the cooks and guards.
7.    Provides day to day supervision of property management including guards, cook and cleaners. 
8.    Ensures that the office and compound are clean and maintained on a routine schedule.
9.    Maintains and monitors the attendance book; alerts supervisors to poor attendance of relevant staff. 
10.    Responsible for maintaining the supply of all required administration documents and makes them available for all SHS staff. 
11.    Assists the Administration Officer in maintaining a central filing system.  
12.    Responsible for maintaining all administrative notice boards – keeping them updated, clean and neat in appearance.
13.    Responsible for maintaining contact sheet(s) – ensuring all contact details are updated and distributed to SHS staff and other SHS offices.
14.    Responsible for facilitating visas and other legal documentation for SHS staff.
15.    Assists Administration Officer with the maintenance of personnel files for all SHS staff.
16.    Ensures that leave records of all staff are properly maintained and updated.
17.    Responsible for preparing ID cards for all staff. 
18.    Assists in the collection of monthly timesheets and processing of payroll along with Finance and Administration Officers. 
19.    Assists Administration Officer in processing payments for all service contractors.
20.    Assists Finance Department in making cash payments to contractors in the field and maintaining a payment record.  
21.    Assists, as required, with coordination of administrative duties in other SHS offices.
22. Conducts himself/herself both professionally and personally in such a manner as to bring credit to SHS and to not jeopardize its humanitarian mission.
23. Other duties as assigned.

SUPERVISORY RESPONSIBILITY: Assists the Administration Officer in managing SHS staff including guards, cooks, and cleaners.

ACCOUNTABILITY:

REPORTS DIRECTLY TO:  Administration Officer
WORKS DIRECTLY WITH: Guards, cooks, cleaners, all support staff, and field offices.

KNOWLEDGE AND EXPERIENCE: 

• A bachelor’s degree in Business Administration or related field is required.
• Specialized training in related topics.
• Minimum of two (2) years' experience in office administration.
• Familiarity with procurement procedures and/or financial management is desired.
• Experience working with INGOs is preferred.
• Good interpersonal skills are required. 
• Excellent organizational and coordination skills are required.
• Excellent computer skills, including Microsoft Office, are required.
• Excellent written and oral English and Arabic language skills are required.

SUCCESS FACTORS:

• An ability to work under pressure.
• Demonstrable commitment to gender-sensitive practices.
• Must be an independent thinker. 
• Patience. 
• Must have a clear understanding on all SHS policies and program needs.