Office Assistant

Found in: beBee jobs JO - 2 weeks ago

Amman, Amman, Jordan USAID Jordan Himaya Activity Full time
"Project Background


The Jordan Himaya project is a USAID-funded activity that aims to enhance access to and quality of essential services and protection for survivors of gender-based violence (GBV) in Jordan.


The project has two outcomes:
1) survivor-centered institutional capacity improved, and 2) legislative frameworks for protecting survivors and responding to violence strengthened.

To achieve these outcomes, the project will apply a survivor-centered systems-strengthening approach to improve prevention, response, and protection services, and to support the development and implementation of survivor-centered legislation and policies.

The project will work with and through local partners, including a Jordanian partner consortium and an all-Jordanian key personnel team, to leverage their expertise and ensure the sustainability and impact of the project interventions.

Outcome 1 will inform research, advocacy, and policy changes in Outcome 2, while reforms supported under Outcome 2 will be implemented and enforced by institutions and service providers that have gained stronger capacity under Outcome 1.

Role's Purpose

The Office Assistant is a key member of the Operations team.

S/he will provide operational support to Himaya's implementation, supporting logistics services/needs required for project activities, travels, and events efficiently and cost-effectively.

The individual supports accurate and complete record-keeping and filing systems based on the project's Field Operations Manual (FOM), USAID regulations, and contract requirements and limitations.

S/he will also help with administrative tasks, including reviewing and consolidating necessary backup documentation for payment of procured operational services.

S/he will support operational procurement for travel, logistics, goods, and services.

Key Duties and Responsibilities


Support logistics services related to travel itineraries, including flights, accommodation, catering, and car rental services, and make timely and necessary booking updates to accommodate changes (s) to travel itineraries.

Prepare and submit operational procurement requisitions for approval via TAMIS.
Support in the preparation of contracts with vendors and maintaining contracts after award,

Maintain a systematic filing system of electronic copies of all procurements and ensuring that all documents are kept current and complete.

Assist in organizing tender committees for operational procurement needs.
Support the preparation of purchase records.

Responsible for checking procurement and logistics deliverables and supporting the payment process in collaboration with the procurement and finance team.

Update vendor database regularly and as needed.
Verify deliveries are complete and done in a timely manner.
In coordination with the Procurement Team, develop RFP/Qs for individual and blanket purchase agreements.
Perform vendor checks for exclusion.
Provide onsite assistance during events as required.
Participate in vendor evaluation process and provide support to the procurement committee members.
Support inventory management and documentation.
Perform other duties as assigned by the Director of Finance and Operations.

Qualifications

Bachelor's degree in Business Administration or equivalent.
2+ years of progressively responsible procurement experience with at least one year in NGO or international organization.
Strong office management and communications skills.
Demonstrated ability to work in dynamic environments and achieve development outcomes.
Ability to perform high-level duties with a minimum of supervision.
Professional proficiency in English and Arabic is required.
Experience with USAID policies and regulations is preferred.
Previous experience with DAI policies, procedures, and systems (TAMIS, etc.) preferred.

Skills

An extremely well-organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus.

Demonstrated strong problem-solving skills and exceptional customer relations (both internally and externally); provides sound business judgment and contractual oversight.

Possesses training and/or work experience in problem-solving, leadership, and conflict management.

Excellent communication and personnel management skills and ability to relate to people at all levels of an organization and from different multicultural backgrounds.

​

APPLICATION LINK:

APPLICATION INSTRUCTIONS:
Applications must be submitted through the above Formsite link to be considered, applications through Akhtaboot will not be reviewed. Select the position in which you are interested in applying for, fill out the required information, and upload CV. Applicants are encouraged to apply as soon as possible as interviews will be conducted soon.

Please note, due to the volume of applications that we receive and the urgency to fill-up positions, only shortlisted applicants will receive notification on next steps.

"

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