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:
https://fs23.formsite.com/OLJTgx/rad3o9njud/index