Job Purpose
Operation support assistant is responsible for supporting REACH projects and provide the REACH team with budgeting, planning and finance support in addition to assets, equipment and human resources support. Liaison between REACH project/field teams and the relevant supporting team (logistics, administration, finance, security). Support information flow between REACH and the supporting teams of ACTED. Also, the Operation support assistant should be up to date with ACTED HR, logistics, finance and security procedures and ensure they are applied as relevant to the projects and activities of REACH.
Duties and Responsibilities
Finance:
- Supporting REACH FLATS management in the preparation and following up of the budget proposals.
- Supporting REACH FLATS management with the follow up on REACH projects spending, forecasting and planning.
- Assist in preparing and following up with REACH teams in the bases on program spending plans and financial tracking system in monthly basis.
- Supporting in following up on REACH projects’ follow-up sheets.
- Following up with any task as requested by Operation Support management.
Logistics:
- Supporting REACH Country Coordinator, GIS Assistants, Assessment Assistants, Field coordinators, senior field coordinators and other REACH staff with the planning and organisation of equipment for projects.
- Being aware of ACTED procurement guidelines and lead in times for procurement, and ensuring they are applied.
- Coordinating Order Forms for REACH projects to logistics team in Amman or bases as relevant.
- Liaising with logistics teams in Amman or the bases regarding the tracking and management of REACH stock and assets. This could include smart phones, laptops, printers, GIS equipment, cars.
- Confirm and follow up on the general REACH stock of equipment and materials and point the needs of any on monthly bases.
Administration:
- Supporting REACH recruitment by planning staff needs with REACH project focal points, placing requests and following up their progress. REACH FLATS Assistant is also responsible for supporting HR with updating REACH Organogram in all bases.
- Supporting REACH team with leaves forms and different admin forms and follow up on their progress.
- Keeping up to date with any new HR policies and communicating them to the different project teams via Officers or (Senior) Field Coordinators.
Security
- Keeping up to date with security policies, evacuation plans and ensuring project staff are informed.
Other:
- Maintain close contact between field/project teams to be informed of developments in project activities which may require FLATS support, and following up as needed with logistics, administration and finance teams.
- Ensure that operational activities are executed within allocated budget and time line.
- Any other duties as required to support the running of REACH activities.
Key Performance Indicators
Example, the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targets
- FLATS Working Plan; For each new project conduct pre-launch meeting to understand and plan for the programmatic FLATS needs and create a clear FLATS working plan trying to match field and assessment needs (F&M).
- Ability to conduct a basic budget review (identifying amounts spent so far and entering forecasts) in monthly basis.
- Identify budget lines to be used and major underspend or overspend.
Skills
QUALIFICATIONS
- Bachelor’s degree in finance or a related field;
- Fluent Arabic with excellent English (written and spoken);
- Excellent writing and communication skills;
- 1 to 2 years work experience with an NGO in an emergency and/or development setting is an asset.
- Ability to work under pressure in a high-pace environment;
- Good organisational and prioritisation skills;
- Proficiency in Microsoft Office, Microsoft Excel and Outlook;
- Strong interpersonal skills;
- Strong analytical skills;
- Operational Logistics/Finance working experience is a plus.
*Acted's proposed monthly salary: 745 JOD's