Senior Admin & Government Liaison Officer

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities

Job Title:

Senior Administration and Government Liaison Officer

JOB PURPOSE

The Senior Administration and Government Liaison Officer supervises the Admin responsibilities and is further responsible for liaising on WVSR behalf with various govt. authorities, but not limited to ministries, social security, tax and customs authorities at central and governorate levels where required to facilitate smooth implementation of WVSR programming, including timely approvals of Principle Agreements, Registrations and MoU’s and other permissions as may be required. The Jobholder plays a key role in hiring, training, and evaluating employees in the Admin unit, taking corrective actions when necessary. Initiates devt, review and improvement in systems (SOPs), policies, and procedures in order to ensure an effective and efficient administration for Jordan office.

The Jobholder serves as a direct Admin contact, while under supervision of the Program Support Director and to ensure high standard of Admin oversight, planning, developing and implementation with smooth provision of required support in line with WVI standards and operational principles of collegial and customer-focused approach.

External Engagement

External engagement:

• Act as WV Syria response key focal point person on matters concerning government and other local authorities’ relations.
• Build and maintain relationships with key technical managers and decision-makers in the government, different ministries and among local authorities.
• Accompany the Response Director and other senior staff to meetings with government officials and facilitate conversations for smooth representation of WV in those meetings.
• Participate in any relevant meetings and conferences organized by authorities at Amman level.
• Lead on development and submission of progress reports and applications to relevant ministries, including Principal Agreement, Registration, MOUs, and other periodic reports as may be required.
• Ensure active follow-up on outstanding applications filed with various ministries, responding to queries from authorities in a timely manner.
• Preparing all official letters for government, official and semi-official departments that reflect the good image of WV International
• Work with authorities to secure all required authorizations and permissions to facilitate smooth implementation of WV Syria response programming. (Camps permits for all employee and visitors & media permits)
• Lead on development and submission of progress reports (quarter & half & end of year) and applications to relevant ministries, including Principal Agreement, Registration, MOUs, and other periodic reports as may be required.
• Serves as the principal focal point for the provision of advice to the government on all aspects of the World Vision programmes.
• Organize the workflow between the World Vision and Social Security Corporation and Income Tax department and ensure all laws are abided to.
• Coordinate with the Jordanian Government on all tasks related to the registrations, approvals, and implementation of the Country Projects led by World Vision
• Work with authorities to secure all required authorizations and permissions to facilitate smooth implementation of WV Syria response programming.
• Support the field managers in managing governorate level relationships and addressing any issues at that level within Jordan.
• Ensure all correspondence with the government is in line with WV, Syria response policies and records are retained, and filled in an organized manner.

Administration Duties

Administration duties:

• Serve as the Jordan point of contact for offices maintenance, mailing, supplies equipment, bills, errands and shopping.
• Ensure the smooth and adequate flow of administrative information within Jordan in order to facilitate other business operations
• Organize, oversee and manage the maintenance of office support services provided by the whole administration department, including housing, maintenance services, health and safety, secretarial and hospitality to visitors.
• Update existing WVI Jordan Administration policies if necessary.
• Oversee and provide overall management of stationary, furniture and general supplies to ensure needs in the office and meeting efficiently objectives of the department.
• Keep track and conduct regular physical checks of all WVI leased assets including accommodation and offices according to standards and policies
• Prepare and manage a basic annual Admin Master Budget for the Jordan and advise programs on related administration mitigation costs
• Plan and monitor inventory of office supplies and the purchasing of new material supplies with attention to budgetary constraints across Jordan and ensure that all office items purchased are correctly invoiced and paid on time
• Plan and coordinate administrative procedures and systems and devise ways to streamline processes across the Jordan offices
• Coordinate with IT and Logistics on all office equipments and ensure regular servicing and repairs are made as scheduled
• Manage contract and leases tracking tools and price negotiations with office supplies vendors, and service providers
• Oversee facilities services, maintenance activities by vendors, including, renovations, recycling, archiving, cleaning, fumigation, electricians, safety etc services
• Lead and coordinate all in-house or off-site activities, like parties, celebrations and conferences for the Syria response in Jordan.
• Keep abreast with all organizational administrative changes and business developments regionally or globally and ensure Jordan Offices adapts.

Internal Engagement

• Familiarize and keep up to date with all government requirements, new policies and procedures applicable to WV, Syria response’s work in Jordan to support programs, field management and grants team to ensure compliance
• Closely work with WV’s legal counsel, to identify and share new policies and procedures to create awareness of government’s requirements among senior staff and support compliance (Government policies and procedures)
• Ensure that annual work and residency permits are cancelled and complete procedures with government agencies to cancel, as well as end the procedures for withdrawing employees' entitlements from social security and income tax, cancelling the bank guarantee, and what follows that of preparing the necessary licenses for that. (World Vision Jordan office and Syria office)
• Participate in grants opening meetings to understand the concept of the respective program so as to be able to articulate WV, Syria response interventions to government authorities
• Follow up on entry visa applications, residence permits, and work permits for International staff, consultants, visitors and partners (if required) and prepare, update the work and residence permit tracker and share regular progress reports with line Manager
• Facilitates entry visa for World Vision partners and visitors as may be required from time to time during events, meetings and workshops, or any other function as shall be directed.
• Facilitate the various registrations for the World Vision Country Office with the Jordanian Government and competent authorities, including the Ministry of Social Development.
• Work closely with the Regional Finance and P&C Manager and Support Services & Security Manager and program team to initiate frequent contact with, and to foster constructive relationships, the relevant line ministries; including without limitation in relation to the negotiation of projects, reaching agreements, and signing MoUs. Preparing monthly progress reports to be sent to government entities
• Assist staff to plan and obtain approvals for training, workshops, and events according to procedures set by authorities ( Ministry of Interior, The Ministry of Social development & the hotels/venues where the event is taking place)
• Support in the opening of personal tax number for employees, activating personal tax accounts for employees, clearing employees' clearance, submitting and following up tax returns and tax exemptions related to projects and any other tax-related matters)
• Coordinate matters related to the customs department (providing advice before any process of shipping contents to the office or projects, receiving and clearing shipments and parcels, customs exemptions related to projects and any other matters related to customs)
• Keep line manager continuously updated on the latest developments and changes taking place in governmental departments.
• As whenever required, support the field managers in managing governorate level relationships and addressing any issues at that level within Jordan.
• Ensure that all types of temporary stays are addressed, including temporary ones that require prior security approvals and require official letters. And determine the residence and the reference address for all employees and visitors
• Ensure that all annual residencies for accompanied employees' wives are processed after obtaining the necessary approvals for that from the Ministry of Interior. (Helping employees with their children's residency and free of charge).

Office Support

• Support the admin team with managing the internal trainings and workshops and provide all the needed support.
• Maintaining and organizing files. Prepare payment requests for the international staff to get and extend their work permits and visas in coordination with the admin team.
• Follow up on the needed maintenance for the offices.
• Support with the daily purchases of office when requested.
• Follow the process of the office leases renewal/extension with the landlord.
• Drafting of correspondence and internal procedural directives relating to administrative matters

Capacity Building And Technical Training

• Actively promote WVI Admin policy and standards through orientation programs in coordination with other departments.
• Monitor compliance with WVI Administration training requirements.
• Organize periodic fire drill, earthquake drill to staff.
• Provide thematic Admin briefings/ trainings to field Staff as required.
• Organize and lead on providing coaching, training and guidance to all administration staff in order to ensure maximum efficiency in the department.

Reporting And Documentation

• All relevant documents are compiled on One Drive Admin Folder.
• Ensure all international travel to and from Jordan is captured on ISOS Travel Tracker system.
• Provide admin briefings to new staff, visitors, consultants and contractors and assist in preparation and implementation of program visit itineraries
• Generate and provide line manager a monthly report covering admin operations of the Jordan
• Management of the Archives

Required Professional Experience

• Has a strong sense of urgency, initiative, and attention to detail
• Strong ability to manage competing priorities and projects.
• Strong writing and critical thinking skills.

Required Education,training, license,registration, and certification

• BA Degree in Public Administration, Humanities, Social Sciences or any other relevant qualification
• Knowledge of governance and administrative structures within the Hashemite Kingdom of Jordan, experience from working inside a governmental structure considered an asset.
• Experience of working with the government at a senior level will be considered as an advantage.
• Self-driven, independent and motivated.
• Diplomatic nature, excellent negotiation skills plus negotiation experience;
• Strong communication, organization and interpersonal skills.
• Willingness to travel at least 40% of the time to different governorates as required.
• Good computer skills, including confident use of Microsoft Office applications.

Preferred Knowledge And Qualifications

• Minimum of 3 years’ experience in a similar position
• High-level of personal integrity and professionalism. Discretion when working with sensitive company and personal information. Must maintain a high degree of confidentiality at all times.

Travel and/or Work Environment Requirement

Position requires willingness and ability to continue to function during a crisis situation, including during a World Vision

PhysicalRequirements

60% Field

40 % Office

Language Requirements

English – Good

Arabic – Excellent

Applicant Types Accepted

Local Applicants Onlyللتقدم على الوظيفة