Administrative and logistic Assistant (Nationals only)

Job location: Amman

Job Purpose

Under direct supervision of the Admin & Finance Coordinator, the Admin Assistant performs a variety of relatively complex clerical duties related to the administration of the office in Amman in accordance with PUI regulations and procedures.

Responsibilities

Accounting, Finance and Administrative tasks

1. Receive and check incoming invoices from operations and/or other staff and ensure alignment with PUI policies.
2. Prepare staff cash advances, expense reimbursements, and other staff-related payments; conduct a proper review process to ensure accurate reconciliations of these advances.
3. Review the procurement documents and ensure alignment with PUI policies.
4. Prepare Bank & cash and Bank payments.
5. Enter journal entries and ensure accurate data entry.
6. Ensure proper filing and storage of administrative documents.
7. Perform basic administrative & Logistic tasks as needed.
8. Any other related duties assigned by Admin & Finance Coordinator.

Basic Logistics tasks

The Logistics Assistant will support the Regional Logistics Manager in ensuring smooth and efficient logistics operations. Key responsibilities include:

1. Supplier Oversight & Emergency Aid Support
   • Conduct field checks on suppliers during packing and palletizing phases for emergency aid goods, ensuring compliance with PUI standards.
2. Procurement & Office Supplies Management
   • Assist in procuring essential office and guesthouse supplies, including stationery, equipment, and operational necessities.
3. Expatriate rotation & Coordination
   • In coordination with the Regional Logistics Manager, facilitate expatriates’ arrivals and departures, including transportation, accommodation, and other logistical arrangements.
   • Assist expatriates with in-country rotations and procurement of essential items to ensure seamless transitions.
   • Coordinate with the MERO Admin Officer to track and ensure timely submission of entry visas.
   • Liaise with the Regional Logistics Manager to obtain permits for expatriates entering or exiting the Gaza Strip.
4. Asset Tracking & Inventory Management
   • Monitor and update PUI’s asset tracking templates regularly to maintain accurate inventory records.
5. Adaptability & Additional Support
   • Remain flexible and available for additional tasks as needed to support logistics operations.

REQUIRED QUALIFICATIONS

Education

• Bachelor’s degree in accounting, finance, or any related field or equivalent lived/professional experience.

Experience

• At least 1-2 years of relevant work experience.
• Previous experience working with NGOs.
• Previous experience with Microsoft Office suites, particularly Excel.
• Good command of English, spoken and written.

Skills

• Strong communication skills, with the ability to effectively present information and respond to questions.
• Ability to work both independently and as an effective team member.
• Ability to prioritize and handle multiple on-going assignments.

Due to the specific work to Premiere Urgence Internationale (PUI) and according to his/her responsibility stated here, Administrative Assistant is requested to stay at the organization’s disposal for any extra duties related to the work and this position and job description will be reviewed regularly in concordance with the development of the programs.

How to apply

• To apply, please fill out the application form in this link https://forms.gle/JD1h6qEukrtbC3XNA
• And send your CV and a cover letter both in English to: hr@premiere-urgence-pal.org
• Please name the subject of your email “Admin/Log Assistant” in the email subject line.