Summary
We are hiring 4 Office Administrators who will report to the Team Manager. To be based in Amman: Ankara: Bangkok: Nairobi
At Toll, we move the businesses that move the world. Toll manages and delivers case management and a range of associated services on behalf of the Australian Department of Home Affairs to support Refugee and Humanitarian Visa clients with the medical assessment process and subsequent travel to Australia.
As the Office Administrator in your assigned Regional Service Centre ( RSC) you will contribute to our purpose by providing comprehensive administrative support to the team. Your role is primarily to ensure that our office runs professionally, effectively, efficiently and safely. You are responsible for a wide range of administrative and clerical functions that support our teams.
Description
1. Reception:
Where applicable act as first point of contact for all visitors, clients and Toll staff from other locations . Ensuring global safety and security protocols are followed and all visitors are appropriately registered and inducted onsite
2. Facilities & Building Management:
Oversee office maintenance and vendor coordination for cleaning , recycling, IT , carpark management , building access cards , general repairs, and service for heating / cooling. Principal daily contact for building and/or landlord management.
3. Office Supplies:
Manage and order office supplies , stationery, IT equipment and consumables.
4. Basic financial administration:
Including the processing of building , fuel , utilities & other office consumables related invoices
5. Vehicle Management:
Ensure Toll vehicles are serviced , maintained and appropriate logbooks for usage are kept current as applicable.
6. Case Administration:
Support the Case Management and Supply Chain Teams with routine data entry, email enquiries , telephone calls and file management
7. IMMICard Management :
Maintain the regional IMMICard Register ensuring compliance with contractual obligations.
8. Office Safety:
Custodian of Toll Policies and Procedures, ensuring compliance with HSEQ policies and processes. Responsible for ensuring appropriate Fire Wardens and First Aid representatives are in place. If applicable to your region you will be required to manage the administration of the regional health insurance benefits
9. Administrative support to Regional Leadership:
Provide administrative support , including in person attendance with local government agencies where this is required . Support the regional leadership with presentation , meeting arrangements and diary management . When needed support the Regional Manager with language interpretation and support with local host country agencies.
10. General Duties:
You may be assigned any other general duties that have an administrative or client service function
Accountabilities:
- Influences People: Creates a warm, professional and welcoming atmosphere noting that some visitors to Toll’s offices may be overwhelmed or intimidated by the environment given our client demographic .
- Customer Focus: Builds strong internal relationships and delivers excellent internal customer service
- Resilience: Maintains stable performance under pressure, opposition, or setbacks (such as time pressure or job ambiguity) in diverse and sometimes challenging locations
- Optimises Work Processes: Knows the most effective and efficient processes to get things done, with a focus on continuous improvement, problem solving and quality control.
- Accountability: Holds self and others accountable to meet commitments
- Policy Compliance: Adherence to relevant Policies and Procedures
- Compliance with legislation, rules, and regulations
- An understanding and awareness of political implications and religious sensitivities that apply to refugees and their host countries.
Education
- Desirable – tertiary qualification in relevant field such as business administration , commerce or general accounting
- Good data entry skills with a high degree of accuracy
- Advanced user of Microsoft products
- Fluency ( written/oral) in both English and the business language of your regional office
- Annual Criminal Background Check , including the provision of Certificates of No Criminal Conviction for your country(s) of citizenship and every country you have lived in for 5 years or more in the last 5 years.
- Working with Children Check ( if an Australian Citizen or Permanent Resident )
More Details on Experience
- A minimum of 5 years’ experience in a similar role , ideally with a multinational organisation or an NGO
- Practical experience of multi-tasking with a dynamic office environment
- Previous experience of managing typical office vendors
- Strong understanding and experience of vendor & purchase order management , including reconciling invoices
More Details on Skills
- a passion for the Program outcomes desire to service the internal and external customers and to put their needs first
- strong desire for continuous improvement
- excellent communicator who flourishes in a fast-paced environment
- exceptionally well organised and methodical in approach to service
Terms And Conditions
The key relationships to develop and maintain are with these organisations and teams:
External Offshore: Home Affairs (posts), UNHRC Regional Teams, IOM Regitional Teams, Panel Doctors, Host Government Agencies, Vendors.
Internal: Team Manager, Regional Manager, Senior Managers (Senior Manager Offshore Operations / Senior ProgramManager), Case Management Teams, Logistics, Field/Airport Staff, Supply Chain Teams, G&D Finance Team.
HOW TO APPLY
Interested in this Vacancy? Send your application to [email protected] by or before Friday, 12th September 2025 (midnight). The application should consist of cover letter; 1 page selection criteria write up and a Resume.