SUPPORT SERVICES COORDINATOR

ABOUT US:

Mines Advisory Group (MAG) is a global humanitarian organization operating in more than 30 countries. We are a co-recipient of the Nobel Peace Prize, and our mission is to create a world free from the devastating effects of armed violence, focusing on:

• Clearing landmines and explosive remnants of war
• Providing explosive ordnance risk education
• Reducing the impact of armed violence through weapons and ammunition management

MAG is has recently been awarded a new project to implement our Weapons and Ammunition work in Jordan.

ABOUT THE JOB

The Support Service Coordinator will provide leadership and oversight of the support services functions for the MAG Jordan programme. This includes ensuring efficient management of finance, procurement, logistics, human resources, facility management, and administrative tasks.

The Support Service Coordinator will ensure that compliance, collaboration, and alignment with organizational goals and donor requirements are achieved in delivery of the MAG Jordan Programme activities.

Main Duties and Responsibilities:

Support Services Coordination

• Provide leadership to the support services staff to ensure effective delivery of support functions.
• Facilitate effective coordination and communication between the support and operational teams.
• Represent support services functions in Senior Management Team meetings.
• Contribute to strategic and business planning, focusing on logistics, procurement, finance, and HR.
• Identify potential areas of risk for the programme and inform the Senior Management Team as required.
• Assist the CD with programme design and cost-structure analysis to ensure programme and operational efficiency.
• Liaise with MAG UK counterparts to align support services.
• Contribute to programme Monthly Management Reporting and updating of control and risk registers.

Logistics and Procurement

• Ensure that the Programme maintains compliance with MAG’s procurement, supply chain, and fleet management policies.
• Maintain a supplier database and monitor contracts for high-risk or high-volume suppliers.
• Oversee asset lifecycle management in line with MAG’s policies.
• Support the preparation of Tender processes to ensure transparent selection of suitable third-party suppliers.
• Prepare third-party supplier contracts and monitoring of vendor performance.
• Ensure that all third-party suppliers and vendors are appropriately vetted and screened according to MAG procedures.
• Provide supervision of the Logistics and Procurement Officer, set objectives and monitor performance

Finance

• Ensure that financial management of the programmes aligns with donor requirements and internal policy and procedures.
• Ensure that financial transactions are correctly coded and allocated.
• Manage cash flow projections and expenditure monitoring in coordination with finance and operational team members.
• Support the annual and quarterly budget reforecasting processes.
• Ensure that routine accounting tasks, payroll processing, and audits are completed accurately and on time
• Adopt the use of MAG financial systems for financial processing, reporting and contract management.
• Provide supervision of the Finance Officer, set objectives and monitor performance.

Human Resources

• Ensure HR policies comply with labour laws and MAG standards.
• Prepare all documents and processes in relation to recruitment (authorizations, job descriptions, advertising)
• Liaise with candidates for interviews and or practical tests.
• Conduct background checks and prepare employment contracts as required.
• Coordinate staff onboarding and exit interviews per MAG procedures.
• Maintain accurate personnel records and ensure accurate efficient payroll processes.
• In coordination with the Finance Officer ensure accurate and timely processing of the monthly payroll.

Safeguarding

• Promote ethical values and reporting mechanisms to all stakeholders.
• Ensure that all staff have completed MAG’s mandatory safeguarding inductions and refresher trainings.
• Ensure that all staff are aware of the MAG Code of Conduct and that all staff have signed the policy on an annual basis.
• Act as the Safeguarding Focal point for MAG in Jordan.

Facility Management

• Source and secure appropriate office and accommodation facilities for the programme
• Manage the negotiations and preparation of lease contracts with agents and landlords
• Ensure that all utility accounts for leased premises are
• Ensure that all facilities are fit for purpose and meet Health and Safety standards and requirements.

Administration and Liaison

• Liaise with government departments to ensure regulatory compliance (taxation, social security, registrations and permits).
• Liaise with MAG’s appointed legal advisors in Jordan to seek advice on matters as required
• Keep up to date with relevant legislation and policies of the national authorities and inform senior management.
• Provide translation and administrative support to international staff.
• Draft formal Arabic documents as needed.

ABOUT YOU

Qualifications and Competencies

• Proficiency in Microsoft Office 365 (Teams, Excel, Word).
• Experience in similar roles, preferably in an NGO setting.
• Fluent in Arabic and English (essential).
• Strong communication, leadership, and team-building skills.
• Ability to prioritize tasks, meet deadlines, and perform under pressure.
• Commitment to high-quality standards, initiative, and a proactive approach.

AND FINALLY....

• Please note that as part of MAG's commitment to safeguarding, all candidates are subject to background checks before an offer of employment is confirmed.
• MAG is committed to the principles of diversity, equality, and inclusion. If you think you would be suited to one of our roles, we will welcome your application regardless of your background. Female candidates are particularly encouraged to apply.
• We strive to provide an inclusive and supportive working environment where all employees feel respected and supported in fulfilling their potential.
• Please note that only Jordanian citizens are eligible to apply.