JOB Overview

International Financial Institution (IFI) dedicated to supporting economic development, infrastructure growth, and public-private partnerships globallyis  seeking a full-time, high-level Administrative Assistant (Consultant) Based in Amman, this role provides critical executive, administrative, diplomatic, financial, and logistical support to the Head of Office (HOO) and the local team. 

Core Operational Pillars & Deliverables

1. Daily Administration & Office Management

• Calendar & Meetings: Autonomously managing schedules for the HOO and staff; organizing meetings, drafting agendas, compiling presentations, and taking minutes.
• Information Management: Ensuring accurate electronic and physical filing, data protection, and updating internal operational guidelines (e.g., Office Handbook).
• Logistics: Tracking vehicle logbooks, managing driver schedules, overseeing annual asset inventories, and maintaining incident logs.

2. Diplomatic Liaison & Protocol

• Acting as the central interface for diplomatic and protocol procedures with the Jordan Ministry of Foreign Affairs (MoFA), other local ministries, the EU Delegation, and EU Member States.
• Drafting official correspondence, including formal letters and notes verbales.

3. Financial & Facility Administration

• Handling bookkeeping, petty cash ledgers, local bank account oversight, and supplier payments.
• Processing and monitoring VAT refund records with relevant authorities.
• Managing local facility vendors, brokers, and utility/service contracts

4. Event Support

• Coordinating travel, logistics, and onboarding/offboarding paperwork for local staff, expatriates, and visiting senior management.

Technical & Behavioral Requirements

• Languages: Full professional proficiency in both English (Minimum C1) and Arabic.
• Experience: Minimum of 5 years of relevant professional experience in executive support or administrative roles, ideally within international or diplomatic settings.
• Technical Savvy: Mastery of MS Office suite (Word, Excel, PowerPoint, Outlook) and a good knowledge of utilizing AI tools for workplace productivity.
• Soft Skills: High level of discretion and trustworthiness (handling sensitive data), proactive multi-tasking, and a collaborative, service-oriented mindset.
• Mobility: Willingness to travel locally and across the region if required.