USAID PFMA – Senior Project Administrator

SCOPE OF WORK

Jordan Public Financial Management and Administration Activity (PFMA)

Project Background:

The Jordan Public Financial Management Activity (PFMA) aims to work in partnership with USAID/Jordan and the Government of Jordan (GOJ) to improve Jordan’s revenue system and enhance their budget management process. PFMA will build the capacity of the Jordanian Ministry of Finance and other government institutions to modernize the revenue collection system, encourage compliance—including making it easier for taxpayers to comply with tax obligations—upgrade public procurement management, and improve budget planning, preparation, and execution. Key objectives include: 1) improving the revenue raising system; 2) streamlining the budget management process; 3) optimizing public expenditure management; and 4) implementing crosscutting Public Financial Management reforms such as interventions to address COVID-19. Through a combination of technical assistance, capacity building, and facilitation, tangible and measurable results are expected during the anticipated five-year duration of the activity.

Position Description:

The Senior Project Administrator will manage all of the day-to-day aspects of the office management; lead the implementation of administration policies and procedures ensuring compliance therewith, and provision of operational/administrative support during project events, meetings, or workshops. The Sr. Project Administrator will ensure office administration and operational tasks are completed and maintained in compliance with DAI and USAID rules and regulations.

Key Duties and Responsibilities:

• Responsible for the day-to-day aspects of office management i.e. facilities maintenance, cleanliness and orderliness, supplies inventory/stock are replenished as needed, and periodic maintenance of all office equipment.
• Manages travel requests and logistics support to all team members and consultants
• Oversees project drivers and travel schedules.
• Coordinates with Procurement Team on the procurement of office equipment, updating inventory records and ensuring they are updated as appropriate
• Coordinates with IT Administrator on provision/assignment of computer laptops to new staff and maintain updated records.
• Assists in updating the administrative policies and procedures in the FOM, as well as providing guidance on operations, policies, and procedures instructions to staff.
• Works with the management and technical teams regarding organizing project events, meetings, and workshops.
• Oversees events management specialist, administrative assistant and the IT administrator.
• Manages petty cash fund, ensuring petty cash policies and procedures are complied with, and fund is replenished timely.
• Works directly with Director of Finance and Operations on special projects including performing periodic audits and spot checks to monitor compliance.
• Maintain operational records and filing systems in accordance with Project Record Map;
• Develop internal tracker for controlling the quantities of office supplies , kitchen supplies and the project printed materials in stock .
• Provide daily administrative support to the COP and DCOP.
• Develop and manage onboarding plan for the newly hired employees, provide the needed orientation and arrange with other operations unites to provide the needed orientation.
• Maintain project common calendar ensuring administrative logistics are in place for all events, meetings and workshops on timely manner
• Perform any other tasks as directed by the COP, DCOP and Director of Finance and Operations
• Responsible for drafting and communicating any management or government announcements to the team through identified communications channelsas needed and required.

Qualifications:

• Bachelor’s degree is required
• At least 8 years of progressively responsible experience in Administration, Office Management, and other relevant areas preferably in USAID funded projects
• Ability to understand and apply best practices in office management
• Knowledge of local laws required; experience with USAID rules and regulations related to labor, personnel management, inventory management and compliance
• Previous supervisory experience of administrative teams required; training experience preferred
• Ability to perform high-level duties with minimal supervision
• An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
• Excellent writing, speaking and reading skills in English required

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