Administration Officer

BACKGROUND

Protestant Agency for Diakonie and Development (Evangelisches Werk fur Diakonie und Entwicklung- EWDE) – Diakonie Katastrophenhilfe (DKH) - with Type 1 Office in Berlin - Germany, is a humanitarian agency providing funds for emergency aid worldwide. DKH aspires to restore the life and hope of people in dignity.

We empower our partners. Together, we invest in preparedness, response, and resilience. We take localization and partnership to the next level [1] by committing and aiming for equitable and long-term partnerships, [2] by shifting power to our partners and communities through the transfer of decision-making and funding opportunities, and [3] by amplifying the voices of local partners and communities.

Since the end of 2021, DKH has been working on reorganizing its global offices, guided by the vision to strengthen regional and local structure: Operative decision-making power will be where operations happen and support DKH’s mission to empower our partners and engage in localized humanitarian assistance. DKH overcomes geographical boundaries and understands itself as one organization.

DKH’s Regional Hub Asia, based in Amman, Jordan, provides comprehensive program support to DKH Programs and local partners in the region. The Asia Hub also referred to as the Asia Type 2 Office, has six units: [1] Type 3B - Middle East Program (MEP) Unit, [2] Type 3A – Yemen Unit, [3] Type 3A – Pakistan and Afghanistan Unit (at interim capacity until December 2025), [4] Type 2 Finance and Administration Unit, [5] Type 2 Program Support Unit and [6] Bread for the World (BftW) Dialogue Office under the Asia Hub.

The Admin Officer is responsible for coordinating administrative activities, maintaining records, managing office resources, and supporting staff and leadership to achieve the DKH’s Regional Hub Asia’s mission. This role ensures compliance with organizational policies and procedures while facilitating effective communication and operational efficiency. 

JOB DESCRIPTION

Area of Responsibility: Administration Officer

Work Location: Amman, Jordan 

Starting date: 1 May 2025 or earlier, upon availability.

Contract Duration: 1 year, with a probation period of 3 months (extendable upon mutual agreement)

Reporting to and working closely with the Finance and Administration Manager, the Administration Officer is responsible for the following tasks:

Logistics & Office premises

• Ensure proper management of office facilities (premise care and maintenance, phone system, mail and other communication in and out, heating, lights, A/C ventilation, furniture, etc.)

• In coordination with the HR Coordinator, Ensure the validity of the company's legal documents such as vocational licenses and company registration

• Custodian for all service contracts, including but not limited to estate lease agreements, vehicle hire contracts, IT services, and other operational service providers.

• In coordination with other Finance staff maintain and update inventory and assets list to ensure proper documentation of DKH equipment 

• Ensure proper management and tracking of mobile lines, coordinating with the service provider for necessary updates or clarifications.

• Oversee vehicle contracts, ensuring timely renewals, and maintain vehicle logs for accurate record-keeping and follow up on staff personal use for the fuel.

• Supervise and oversee the work of support staff, including the Liaison Officer, Office Assistant, and Cleaner

• Act as focal point for all logistic related tasks.

• Maintain up-to-date insurance records for office assets and vehicles

Office Administration and Procurement

• Ensure proper communication and representation of DKH RO Asia with third parties (vendors, local authorities, consultants, etc.) to ensure smooth office operations

• Serve as custodian of the office’s petty cash and handle the reimbursement of receipts from staff for office expenses.

• Maintain all administrative related paper-based and electronic records, files, folders and documents in an updated, accurate and orderly manner.

• Coordinate and follow-up closely with other team members of the Finance Department on all finance-related aspects of work. Ensure timely transmission of original and soft-copy documentation, also considering audit schedules

• Check and verify the eligibility, quality and completeness of all documentation according to relevant policies and procedures, seek clarifications and corrections if needed

• Liaise with the Digitalization Adviser in DKH headquarters to provide support for the implementation of DKH’s strategic objectives and operational specifications in the RO and its areas of operations and keep the HR coordinator posted with any requirements and support.

• Act as focal point for IT matters including Coordination with IT service providers for troubleshooting and system maintenance

• Ensure proper functioning of the office’s IT infrastructure (postal and shipping services, laptops, desktops, printers, servers, modems, etc...)

• Ensure that the office is supplied with the necessary office items (stationary, furniture, and technical equipment)

• Maintain office communication systems (email, VPN, printers, and other IT equipment).

• Receive and process purchase requests from staff. Review, compare, analyze and approve products and services to be purchased as per Procurement and Logistics Policy and Finance Policy, source and interview vendors, negotiate contracts and costs

• Implement the procurement policy and Evaluate offers, define selection criteria, compile the bid-analysis and lead the procurement committee when needed.

• Provide administrative support to HR, Finance, and Program departments as needed.

Workshops, Meetings, and Reporting

• Organize and manage in-house workshops, ensuring budget adherence.

• Compile and submit reports on regional workshops and meetings.

• Serving as focal point for travel agencies and Hotels, Handle hotel reservations, flight tickets, and agenda preparation for events and meetings

• In line with DKH RO internal regulations and policies, coordinate and arrange all aspects of business travels of employees, consultants and visitors.

Staff Support

• Support HR Coordinator in issuing/renewing work permit and residency applications for international staff, ensuring compliance with legal requirements in coordination with DKH’s legal counsel.

• Support HR Coordinator in the visa applications for international visitors and provide support for DKH staff traveling abroad.

• Assist non-Arabic speaking staff with translation and interactions with Jordanian authorities.

• Support the HR coordinator in onboarding new staff by providing necessary administrative and logistical support (receive office supplies, access to IT systems, and orientation on administrative procedures)

Program support

• Possibly support the program team with ad-hoc program related tasks.

Additional Responsibilities 

• Provide support to other DKH offices under the Regional Hub Asia as required.

• Undertake other administration-related tasks as assigned by management.