View Vacancy - Clerical Assistant - TWG

The British Embassy in Amman is seeking a highly motivated and enthusiastic individual for the position of Clerical Assistant within TWG, Grade – A1 (L).

Purpose of the job:

Work closely with Office Manager as well as Technical Works Supervisor (TWS); learn from Office Manager to enable covering this position as and when needed.

Main Responsibilities:

• Ensure proper time management and timely completion of assigned tasks to an acceptable FCO standards

General Administration:

• Office administration of the Amman office. Offering support to the Technical Works Group staff and supervisors.

• Retrieve all documentation stored on the various TWG staff computers and start creating separate files. Maintain a proper filing system for all documents and proper record keeping at the Amman office.

• Ensure timely delivery of goods and services with the suppliers, escalating when/ where need be.

• Administer casual wages, overtime and leave records for the Technical Works Group team.

• File health and safety forms for all the properties on the High Commission estate.

• Create a property cost file on the Shared Area to account for all TWG spending at each property for labour and materials carried out for Work Requests and refurbishment. This would give a running total of how much each property costs per year for maintenance. Transfer this to the FCO Pyramid database when technically possible.

• Filing of all the individual Works Requests once the material and labour costs has been recorded.

• Create a Register for Day workers detailing names, trade, start date, finish date and pay and keep records of the time the Day worker has worked.

• Be the Imprest holder and record and control the spending for the TWG team.

• Record on PRISM and file all TWG leave and sick leave applications.

• Be trained and able to input into the Pyramid System to update the Technical Works parts that are required.

Customer Service:

• Support the Office Manager as well as TWS in the efficient distribution of tasks, balancing urgent requests with on-going preventative maintenance and renovations

• Ensure that TWG staff leave works forms in the property making clear what work has been undertaken

• Contact customers in advance to ensure they are in the property and will allow access

• Use radio/mobile phone communications with all staff working on the various property sites. Pass on messages and take messages.

• Report back to the Customer Service Helpdesk on the progress of TWG tasks, allowing the Helpdesk to close calls and update customers

Key Competencies and Required Skills:

• Managing a Quality Service - Effectiveness in this area is about being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements.
• Delivering Value for Money - Delivering value for money involves the efficient, effective and economic use of taxpayers’ money in the delivery of public services.
• Collaborating and Partnering - People skilled in this area create and maintain positive, professional and trusting working relationships with a wide range of people within and outside the Civil Service to help get business done.
• Delivering at Pace - Delivering timely performance with energy and taking responsibility and accountability for quality outcomes.

Essential:

• A strong communicator with excellent spoken and written Arabic and English
• Ability to translate both from English to Arabic as well as Arabic to English
• Must have a Bachelor’s degree in Business Administration or in a relevant field
• Customer Service Experience
• Organisation skills
• Management skills
• IT skills of Outlook, Word, Excel