Requisition ID: req56948 Job Title: Protocol Assistant Sector: Administrative/General Office Employment Category: Fixed Term Employment Type: Full-Time Open to Expatriates: No Location: Amman - Al Rabeh, Jordan Work Arrangement:In-person Job Description Background/IRC Summary: The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. The International Rescue Committee began relief operations in Jordan in 2007. Working together with six national and international organizations, and 19 community-based organizations, the IRC has provided 20,000 vulnerable Iraqi refugees with humanitarian assistance, mental health support and informal education. The Shared Services Unit The Shared Services Unit (SSU) is an operational centre of excellence providing workplace solutions and operational support to the hosted units and country program based in Amman. The SSU was set up to inject energy and synergy with the objective of providing succinct support services to the IRC entities hosted in Amman. Currently, the MENA (Middle East and North Africa) regional office, Jordan Country program, Syria - Amman Office, and the Occupied Palestine Territory (OPT) emergency response are all hosted and supported by the Shared Services Unit (SSU), which is currently providing operational support to a total of over 200 staff members. The objective of the SSU is to eliminate duplication and leverage on economies of scale to provide efficient and effective services to its stakeholders. Job Overview/Summary: The Administrative Assistant/Protocol will report to the Protocol Officer and will support them in all government interfacing protocol responsibilities. This includes supporting the IRC’s compliance with government regulations and laws. Major Responsibilities: 1. Support and assist the Protocol Officer with all government-related requests in person and remotely. 2. Accompany the expat staff and their recognized dependents for medical tests. 3. Prepare the documents and letters for all the processes related to governments, Ministries, and authorities. 4. Schedule the medical tests for the expat staff and their recognized dependents in coordination with the Protocol Officer, the staff members, the drivers, and the medical facilities. Accompany the staff members and their dependents to the tests as needed. 5. Manage the delivery and submission of documents between government entities, staff members, and IRC offices. 6. Support the notarization of letters from the bank and obtain necessary signatures. 7. Support incoming and outgoing shipment requests and arrange the necessary documentation for customs clearance. 8. Support the payment process and deposit requests for official processes. 9. Process pre-arrival/e-visa requests on behalf of IRC travelers. 10. Act on behalf of the Protocol Officer during their absence. 11. Track and record the status of the government processes, registry, related payments, etc. 12. Maintain an updated archive of staff legal documents. Key Working Relationships: Position Reports to: Protocol Officer Position directly supervises: N/A Indirect Reporting: N/A Qualifications Job Requirements: Education: High School diploma or above Work Experience: • Minimum of 2 years of professional experience in office administration and government liaison with an international NGO. • Extensive and demonstrated experience working with government entities and Jordan regulations and legislations. Demonstrated Skills and Competencies: Self-motivated, honest, highly responsible, punctual, ability to improvise and be flexible when needed, working under pressure. Excellent communication skills both verbally and in writing. Language Skills: very good in Arabic and English Certificates or Licenses: • A driving license is a must • Proficiency in Microsoft Office