Operations Support Intern, Partnership Unit (2 Vacancies)
Job Purpose
To provide overall support to the Partnership Unit in Amman, Jordan in program, Procurement, finance, and any other related tasks.
The intern will have the opportunity to learn the programmatic, procurement and finance policies, procedures and ways of working of ACTED and dealing with partners and will be able to implement them on operational level.
The major purposes of the job are to provide a learning opportunity for fresh graduates and to gain their support on the program management cycle and support operational level of the partnership unit.
Objectives
To implement program activities, The intern at the Partnership Unit will have an essential role of:
- Contribute to timely, cost efficient and transparent of the partnership unit.
- Maintaining records and their archiving of a variety of complex documents. The intern will carry out secretarial functions to support program, finance, and logistics activity-related procedures, which will facilitate timely payments in coordination with finance department.
Duties and Responsibilities
1. Project initiation and Implementation Follow-up
a) Support on the preparation of KOBO tools needed for the program team activities with the support of the project officer and other staff related.
b) Ensure the finalization of an accurate database for each activity that the officer is managing, with the support of the project senior officer.
c) Participate in project coordination meetings with the PU team and IPs.
2. Administration and Operational Management of WASH, NFI distribution and other related activities Implementation
2.1. Finance and Logistics
a) Ensuring to fill the trackers and follow-up tools that support the Operation Support Officer in forecasting monthly cash requirements.
b) Provide technical guidance and support for the review of other activities BoQs, RFQ, contracts and other procurement documents like CFW activities.
c) Ensure proper management and use of the project assets and stocks through follow-up with IP.
2.2. Administration/HR
a) Contribute to a positive working environment and good team dynamics among program staff.
2.3. Transparency
a) Keep a record of all IP activity documents that include doing the following;
– Collecting documentation from internal and external sources.
– Assessing, organizing and coding server documents for all activities/beneficiaries.
– Creating and updating files, and filing documentation in appropriate files (soft and hard copies)
– Conduct basic checks of information presented in documents
– Update regularly tracker of missing information / documents
– Retrieving records on request and forwarding these to relevant parties
– Follow a filing system to make updating and retrieving files easier
a) Making a regular review of the project's folders and files to ensure the IPs are providing all the documents needed with ACTED standards during the project and make a final check at the end of the project.
3. Implementing Partners
3.1. Cultivate good relations with IPs, through regular attendance at weekly and bilateral meetings.
4. Quality Control
4.1. Work with the AME department to ensure refined PU activity monitoring and follow-up tools with the support of the Project Officer.
4.2. Record the minutes of the meeting for the regular calls that the PU has with the IPs.
4.3. Support the project officer in documenting lessons learned and best practices.
5. Other
- Assist PU team with other activities, as requested by the immediate supervisor.
- Perform any other related activities as assigned by the immediate supervisor.
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.
- % Of Program milestones completed on time as per the original plan.
- Records and documents (beneficiary lists, donation certificates, attendance sheets, payment sheets) available for all program activities.
- Accuracy of PU, documents, trackers and report.
*Salary: Paid Internship with 15 JOD payment per day.
Skills
QUALIFICATIONS:
- University Degree is required. Preferred Majors are industrial engineering, accountancy or Logistics science.
- Maximum of 1 year of related experience.
- Good command of English (Reading and Writing).
- Demonstrated great attention to detail.
- Very good knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, etc.).
- Strong organizational skills.
- Ability to travel/work in Amman City.
- Ability to work simultaneously on multiple tasks.
- Willingness and ability to work effectively with a wide variety of people.
