Readvertisement Operations Officer

Readvertisement Operations Officer

General Description of the Programme:

GOAL has been working in Syria since 2013, responding to the acute needs of conflict-affected communities. GOAL is working in Idleb Governate, both through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, and provision of Water, Sanitation and Hygiene (WASH) through support to Water units, as well as emergency support to recently displaced households.

GOAL has been working in North Aleppo Governate since 2019, through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, as well as emergency support for recently displaced household.

Job purpose:

Based in Amman and managed by the Operations Manager, the position holder will be responsible for Goal -Amman office needs to ensure that operations are running smoothly. Main tasks will include procurement, logistics, admin and assets management.

The Position will directly manage the office and Guest House GH) cleaner(s).

Duties, Objectives and Competencies:

Logistics and Admin

• Facilitate the functioning of the GOAL Office and Guesthouse as directed by the Operations Manager.
• Ensure timely repairs and maintenance of premises ensuring all services are working properly and utility payments are settled on a regular basis, electricity, water, and internet.
• Organize a filing system for important and confidential documents.
• Act as the point of contact for all employees, providing administrative support and managing their queries.
• Support newly hired staff in the office, including but not limited to, providing a workspace and relevant equipment.
• Follow government procedures to issue company registration and any other documents solely or in cooperation with any assigned law firm.
• Arrange transportation and accommodation for GOAL staff when needed.
• Arrange for meetings, events, workshops, and conferences, when assigned.
• Manage office and GH supplies and stationery stock and ensure the constant availability of all essential items and services.
• Ensure all logistics paperwork for Amman office is properly completed and filed.
• Request and reconcile floats (petty cash) related to office and GH needs as directed by the operations manager.
• Arrange for and oversee the cleaning of the office and GH by supporting and managing the cleaner/s.
• Arrange the moving/relocation of Goal office and guesthouse in Amman.
• Arrange the weekly movement plan for Goal rented car/s when assigned.
• Support the IT team to ensure IT policies and guidelines are implemented in Amman office.

Asset Management

• Make sure assets are stored in good condition.
• Conduct assets inventories biannually and when assigned.
• Handover Assets to staff as assigned , Collect Assets from resigned/ released staff and properly document the handover.Prepare GRNs, Delivery Dockets etc. as per GOAL Logistics policies,
• Process all assets maintenance requests.

International Staff Work Permits and Residencies

In collaboration with the law firm or separately:

• Issue, renew and cancel work permits and residencies for GOAL expatriates as assigned.
• Keep the relevant work permits tracker updated.
• Process entry visas when required.

Procurement

• Ensure timely implementation of procurements as per Goal policies, procedures, manuals, and standard templates.
• Act as a facilitator in procurement committee meetings, when assigned.
• Translate procurement documents when assigned.
• Follow-up on the delivery of items/ services.
• Maintain and update Goal suppliers’ database.
• Keep the procurement system updated.
• Ensure all procurement paperwork for Amman offices is complete and filed, update the SharePoint regularly.

Others

• The above list of duties is not exhaustive list. The operations officer is expected to complete additional relevant responsibility and tasks as requested by the direct supervisor.

Requirements (essential)

• Bachelor’s degree in relevant field; Business Administration, logistics and supply chain, engineering, sales and marketing.
• Minimum three years of proven work experience in any of the following: Admin, procurement, logistics. Two of which in NGO/INGOs (Preferably in INGOs).
• Fluency in spoken and written English and Arabic.
• Competent computer skills, in particular MS Word, Excel, and outlook.
• Solution focused, team player, able to work in a flexible, supportive manner to colleagues
• Friendly, professional manner, with the ability to manage and collaborate with staff at all levels
• Strong attention to details.

Requirements (desired)

• Experience in issuing international staff work permits is considered a plus.
• Professional certificate in procurement is a plus.
• Knowledge of donors’ rules and regulations and reporting requirements is an advantage.
• Minimum one year of experience in procurement is considered a plus.

Interested? Then apply for this position via clicking on the "apply now" button and fill out the application form. All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English.

Please note that only shortlisted candidates will be contacted.

GOAL has the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with GOAL at the same grade level and with similar job descriptions, experience, and educational requirements.

Qualified female candidates are strongly encouraged to apply.

The application deadline is 22 February 2023 , however, you are encouraged to apply immediately as we will be reviewing applications on a rolling basis, therefore we may withdraw the position before the advertisement’s closing date if a suitable candidate/s is identified .

Please note that GOAL does not charge a fee of any kind or any other financial obligation at any stage of its recruitment process (application, interview, processing, training, induction) or other fees, or request information on applicants’ bank accounts. GOAL does not work with intermediary institutions and individuals or employment agencies during the recruitment process. If any fee or payment requested from you at the application or any stage of the recruitment process, please do not respond .

GOAL does not accept any responsibility for the accuracy, errors or omissions of any of the information contained in translated advertisements by an independent party on other sites or through other channels.

General terms and conditions

Safeguarding

Children and vulnerable adults a must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Accountability within GOAL

Alongside our safeguarding policy, GOAL is an equal opportunities employer and has a set of integrity policies. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability:

• Comply with GOAL’s policies and procedures with respect to safeguarding, Code of Conduct, health and safety, data protection and confidentiality, do no harm principles and unacceptable behavior protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
• Report any concerns about inappropriate behavior of a GOAL staff or partner.

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document. Any published closing dates are estimated. Due to the nature of GOAL’s work we aim to fill vacancies as quickly as possible. This means that we will close adverts as soon as we have found the right candidate and this may be before the published closing date. We would therefore advise interested applicants to submit an application as early as possible.

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