Job Purpose

To provide overall support to the operations support department in Amman, Jordan in Procurement, Fleet management, Stock management, maintenance, Administration tasks and any other related tasks. 

The intern will have the opportunity to learn the policy, procedures, and ACTED working methods and will be able to implement them on an operational level.

The major purposes of the job are to provide a learning opportunity for fresh graduates and to gain their support on the operational level of the Operations Support department. 

Duties and Responsibilities 

Under the direct supervision of the senior operations support officer, the operations support intern provides a variety of specialized and non-specialized transactional logistics/HR and Admin services support, ensuring consistency and quality of work steps completed, as well as optimal information flow.   

Procurement: 

• Assist in the preparation of Request for Quotation (RFQs). 
• Assist in the preparation of Purchase Orders, Contracts, Framework Agreements, or their Amendments.  
• Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion.  
• Undertake routine follow-up action on procurement on behalf of the supervisor.  

Maintenance: 

• Support in receiving Maintenance requests accord in REACH premises, updating the maintenance tracker and follow up on contractors' progress.   

Stock: 

• Maintain proper management for the store; maintain the stock level sheet, update it, and ensure the proper logistics procedures are considered and take place in the stock movement.   

Filing

• Create separate folders for each procurement transaction and file 100% of hard-copy documentation for each procurement. 
• For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in the Capital Office are electronically filed in the correct location on REACH’s database. 

Reporting

• Register 100% of new orders on the Order Form Follow-Up (OFFU) and record the progress of each procurement until the completed file is transferred to Finance for payment. 
• Participate in other reporting upon delegation of his/her manager 

Admin / HR

• Support the HR in collecting the staff documents (including the attendance sheets, leaves forms, etc..) and validating them on a monthly basis. 
• Follow up Visa Extension process (International staff) 
• Follow up on the matters related to the administrative status and needs of the office and guest houses) 
• Follow up the table of authorized signatures updated on a monthly basis. 

Any extra tasks and duties requested from his/her management.

Skills

QUALIFICATIONS 

• Bachelor’s degree. 
• Very good English and Arabic (written and spoken). 
• Very good communication skills. 
• Ability to work under pressure in a high-paced environment, in addition to multitasking skills. 
• Good organizational and prioritization skills. 

*Acted propose 15 JODs per day for this internship.