Job Purpose

The senior Operation Support Officer is responsible for supporting REACH projects and providing the REACH team with financial follow-up, assets, equipment and human resources support. Liaison between REACH project/field teams and the relevant supporting team (finance, logistics, administration). Support information flow between REACH missions and the supporting teams of ACTED. Also, the SR Operation support officer should be up to date with ACTED finance, HR, logistics, and security procedures and ensure they are applied as relevant to the projects and activities of REACH.

Duties and Responsibilities

The Sr. Operations Support Officer is responsible for completing the following tasks:

Finance:

1.      Check, manage and Follow up on REACH projects’ BFU on monthly basis to ensure spending and financial allocations are matching allocation tables.

2.      Mapping staff and resources to allocate donor funding, through Allocation table, Timesheets and Running Cost table.

3.      Supporting REACH management by giving them the financial situation for the projects and highlighting the spending status and solutions if needed.

4.      Lead on budget proposals with REACH management, and participate in budget-related meetings to be able to work closely with all program teams in any new proposal development and ensure that at all time, primarily budgets are presented with the internal format before they are converted to the donor format and in line with ACTED guidelines.

5.      Preparing and following up with REACH teams in the bases on program spending plans and financial tracking system in monthly basis.

6.      Closing the final expenditure report and ensuring its adherence to the project plan before sharing it with HQ for final reporting.

7.      Following up with any task as requested by Operation Support management.

Logistics:

8.      Supporting REACH Country Coordinator, Program team, Field staff and coordinators and other REACH staff with the planning of equipment needs vs available fund under REACH projects.

9.      Being aware of ACTED procurement guidelines and lead in times for procurement, and ensuring they are applied.

10.  Liaising with logistics teams in Amman or the bases regarding the tracking and management of REACH stock and assets as well as the timeline of procurement under REACH projects. This could include smart phones, laptops, printers, GIS equipment, cars.

11.  Confirm and follow up on the general REACH stock of equipment and materials and point the needs of any on monthly bases.

Administration:

12.  Supporting REACH recruitment by planning staff needs with REACH project focal points VS available fund, placing requests and following up their progress.

13.  Keeping up to date with any new HR policies and communicating them to the different project teams via Officers or (Senior) Field Coordinators.

Security:

14.  Keeping up to date with security policies, evacuation plans and ensuring project staff are informed.

Other:

15.  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.

16.  Ensure that operational activities are executed within allocated budget and time line.

17.  Any other duties as required to support the running of REACH activities from REACH Operation Support SR Manager.

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

• Ability to conduct overall budgets review and identify major over/under spendings from all REACH projects.
• All REACH projects monthly BFUs to be clean/ready to use during the month with up-to-date accountancy and forecast.
• Allocation tables up to date with new projects, new staff and any further staff/fund structure.

To be up to date with the overall financial situation for REACH mission (aware of overall spending, projects reporting dates, projects financial documents statues…etc)

Skills

QUALIFICATIONS

• Bachelor’s university degree as minimum;
• Fluent Arabic with excellent English (written and spoken);
• Excellent writing and communication skills;
• 4 to 5 years work experience. Preferred in INGO in an emergency and/or development setting with financial management background;
• 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;

*Acted's proposed monthly salary: 1405 JOD's