Vacancy: General Affairs Officer
News item | 21-03-2023 | 08:13
The Amman Office of the Netherlands Embassy to Yemen is looking for an enthusiastic, dynamic, independent and trustworthy full-time General Affairs officer.
The General Affairs Officer works in support of the whole Embassy Team with a focus on administration, finance and IT support. She/he is a member of the in-house emergency response team. In addition the officer operates as the embassy liaison with various Jordanian authorities on administrative and visa issues. He/she is accountable to the Operational Manager. Are you a hard-working team player, looking to work in an international environment, ready to go the extra mile in order to get the job done?
Please send your CV and a motivation letter to: saa-az@minbuza.nl. You will find the job profile attached.Deadline for submission of applications is Sunday 2 April, 5 PM (Amman time).
A | Basic Details
Establishment post no. 63898513
Job title General Affairs Officer
Mission Sana'a in Amman
Job level 6
Number of hours 37.5
Specific Information
The General Affairs Officer (GAO), works independently on a multitude of general affairs fields, including Finance, Housing, Administration and IT (GO-Officer). In addition he operates as the principle embassy liaison with various Jordanian authorities on administrative and visa issues. He/she is accountable to the Operational Manager.
B | Tasks and Responsibilities
B.1.1: Result Areas
Support for operational management processes (PIOFAH – Personnel, Information Systems, Organisation, Finances, Administration and Accommodation)
a) Clerical support in the field personal
b) (Clerical) Support in the field of Information Systems and ICT
c) Clerical support in the field of Finance
d) Clerical support in the field of Accommodation
e) Logistic tasks
f) BHV (company aid worker)
B.1.2: Tasks
Support for operational management processes (PIOFAH).
Providing clerical support for one or more operational management processes in the field of PIOFAH (Personnel, Information Systems, Organisation, Finances, Administration and Accommodation).
The mentioned tasks below are indicative, not exhasutive.
A. Suport in the field of personnel
Maintains contacts with the local social security and income tax department with regards to regulations.
Maintains contacts with the health insurance company.
Maintains contacts with regards to staff hiring with the cleaning company.
B. Support in the field of Information Systems and ICT
GO (gebruikersondersteuner)
C. Support in the field of finance
Cashier of the mission, closing weekly cash sheets – archiving cash sheets in Sophia
Contact with external suppliers – follow up on payments and request offers
Telephone system – invoices, follow up payments.
First contact with telephony providers
Preparing and sending invoices through SSP
D. Support in the field of (staff) accommodation and chancery
Informing expat staff on housing matters, arranging appointments with real estate agents, coordinating customs clearance of goods, etc.
Logistics, including clearance of household goods, car, pets, etc.
State of entry and exit.
Management of inventory of the chancery.
E. Logistic support/liaison
Liaising with government entities and protocol regarding official visits
Liaising with the Tax Department for tax registration numbers; tax exemption and reimbursement for both embassy and staff members.
Performing interpreting duties if needed during meetings and visits for embassy staff during contacts with local authorities.
Support expat staff with all relevant matters concerning their residence permit, diplomatic ID cards, driving licenses and administration for domestic staff (contracts, residence and work permits and redundancy payment).
Liaising with moving companies with regards to handling and clearance (including pets), providing logistic and administrative support for the expat staff regarding shipments/containers.
Liaising with other missions with regards to visa applications for expat and local staff travelling abroad, i.e. the Yemen embassy.
Keeping the internal administrative records updated, and archiving them in Sophia and/or 247Plaza (e.g. access key cards, inventory lists of keys, etc.)
F. Extra tasks
BHV (in-house emergency response officer)
C| Framework
The GAO is accountable to the unit head for the progress and quality of personnel and accommodation services and other support services, as well as supervision of local staff.
The work is carried out in accordance with ministerial administrative and procedural regulations relating to internal management.
The officer takes decisions about the nature and content of contacts with suppliers and maintenance firms regarding the provision of goods and services and about stock management.
D| Contacts
With staff posted abroad, to inform them about housing matters;with staff, to exchange information on observed inadequacies in housing and home content
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