REACH Operations Support Assistant (Logistics & Administration Focus)

15 نوفمبر، 2022

0 1 2 دقائق

Job Purpose

The Operation Support Assistant is responsible for supporting REACH projects and providing the REACH team with assets, equipment, finance, HR, and administration support. Liaison between REACH project/field teams and the relevant supporting team (Logistics, Finance, HR/Administration, and Security). Support information flow between REACH and the supporting teams of ACTED. Also, the Operations Support Assistant should be up to date with ACTED Logistics, Finance, HR/Administration and Security procedures and ensure they are applied as relevant to the projects and activities of REACH.

Objectives

Support REACH Logistics team (e.g., procurements, follow up on REACH assets, follow up on office supplies)
Support the HR/Admin matters (e.g., follow up on staff documents, follow up on the matters related to the administration status and needs of the office and guest houses)
Support REACH Finance team (e.g., working on BFU’s, AT, etc.)

Duties and Responsibilities

Being aware of ACTED procurement guidelines and lead-in times for procurement and ensuring that they are applied.
Coordinating Order Forms for REACH projects to logistics team in Amman or bases as relevant.
Liaising with logistics teams in Amman or the bases regarding the tracking and management of REACH stock and assets. This could include smartphones, laptops, printers, GIS equipment, and cars
Confirm and follow up on the general REACH stock (Office & Guest houses) of equipment and materials and point out the needs on monthly basis.
Supporting All REACH Logistical needs and procurements for A, B and C scenarios (OFs, Collecting quotations, PO, contracts…etc) in line with ACTED internal procedures and management.
Under the supervision of both line managers, keeping up to date with security policies, and evacuation plans and ensuring project staff are informed.
Supporting the line managers on recruitment process (e.g., validating the recruitment staff requests, Terms of Reference, etc.)
Support the line managers on collecting the staff documents (including the attendance sheets, leaves forms, etc..) and validating them on monthly basis.
Work on scanning and filing the documents related to Logistics and HR and keep the server up to date with these documents.
Follow on the table of authorized signatures updated on monthly basis.
Prepare letters for Embassies and other relevant Governmental Offices for various purposes (Visa request, Work permit request, Registration, travel permit, etc.)
Managing organization’s premises, including, drafting lease contracts for offices and guest houses and following up on bills and utilities.
Coordinate various repairs to the office and guest houses and track for proper maintenance.
Update the visa follow-up table and ensure that all international staff have updated visa.
Follow up monthly payment for office and GH electricity, water supply, Internet and telephones
Update Permises Follow up table.
Renew offices license and registrations when needed.
Following up on REACH projects financial follow-up sheets.
Any extra tasks and duties requested from his/her management

Key Performance Indicators

Example, the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targets

95% of success of keeping the documents on the server updated.
Support All REACH Logistical needs and procurements
Immediate support response for any needs for operations support team (Admin, HR, and Finance)

*Monthly Salary: 745 JOD

Skills

QUALIFICATIONS

Bachelor’s degree.
Fluent English and Arabic (written and spoken).
Excellent writing and communication skills.
At least 1 year work experience in administration/ logistics field -INGO is a plus-.
Ability to work under pressure in a high-pace environment, in addition to multitasking skills.
Good organisational and prioritisation skills.
Excellent knowledge in Microsoft Office (Excel, Word, and Outlook).
Strong interpersonal skills.
Strong negational skills.
Strong analytical skills
Logistics/Administration work experience is a plus.