Jordan: Operations and Administration Officer (Jordanian national or non-Jordanian with valid work permit only)

Operational Site Coordination (25%):

• Assist in efforts to update and further develop user-friendly policies, procedures, and systems to promote operational efficiency and accountability.
• Regularly review regional office facility to ensure equipment, infrastructure, and furnishings are in good state of cleanliness, repair, and maintenance at all times; report any needs to the Regional Representative on a daily basis; and coordinate necessary services.
• Primary key holder for Regional Office facilities; securely maintain copy of all keys for all offices, desks, filing cabinets, storage cupboards, etc.; maintain accurate records of all key holders.
• Maintain a supply and equipment inventory, ensure its contents are appropriately monitored and kept safe at all times, and provide tracking sheets to Regional Representative on a regular basis.
• Coordinate with CVT Jordan Technical Support & IT Specialist in conducting regular checks of Information and Communications Technology and Equipment to ensure compliance with CVT policies, procedures and safety and security standards; report to Technical Support & IT Specialist any needs, malpractice, or malfunctions. Record minutes of general staff meetings or any other meeting and distribute accordingly to appropriate audiences; as well as following up on action points from administrative meetings.

Logistics and Staff Movement (25%):

· Provide support as needed to meeting events, site visits, and orientations e.g. venue booking, accommodations, schedule and agenda coordination, invitations, transportation arrangements, catering, checking of invoices and attendance sheets, approvals, welcome packets, and general hospitality.

· Purchase of office supplies and materials needed for the project and coordinate with project team for all logistical needs in the region following purchasing procedures regarding amount, donor guidelines, and specific CVT policies and procedures.

· Ensure CVT maintains a roster of at least two reliable drivers and safe vehicles in each location to be used by CVT staff and visitors as needed; negotiate contracts with drivers and provide safety inspections on a regular basis. Liaise with government agencies and authorities to ensure all staff and visitors have appropriate work authorization and permits.

Risk Management (25%):

· Serve as CVT’s key risk management contact in Turkey, Iraq and Syria, updating headquarters on local developments and ensuring local team members understand protocols and policies related to health, safety and security.

· Liaise regularly with available sources of risk management information, including participation in regular health, safety and security activities and briefings within the (I)NGO, diplomatic and UN communities.

· Act as the focal point for all safety and security-related telecommunications systems, including SMS incident notifications, satellite phone oversight, global phone monitoring and emergency mobile credit distribution.

• Assist the Regional Representative in ensuring internal incident reporting systems are understood, utilized, and responsive to ongoing developments while recommending any necessary improvements.
• Provide all new staff in location with comprehensive health, safety and security briefing in collaboration with local resources and partners.
• Arrange regular testing for safety and security devices in all the operations sites (e.g. fire extinguishers, smoke alarms, first aid kits, fire drills); report immediately any malfunctioning equipment, locks, or doors to the Regional Representative; maintain log of completed, pending, and future checks.
• Develop and provide a pre-arrival briefing to all international travelers to countries within the region. Maintain and implement all in-country risk management protocols, particularly with respect to travel and facility risk management, reviewing and updating the protocols at least every quarter (calendar-driven), or whenever there is a substantive change in the security situation or climate, which warrants such a change (event-driven).

Administrative and Finance responsibilities (20%):

· Responsible for holding and issuing office keys, storage keys, staff and visitors ID’s, electronic access cards, mobile telephones, SIM cards and credit, laptops, and maintaining accurate records.

· Responsible for creating, updating and distributing team bios; internal contact and telephone lists in coordination with Regional Representative.

· Coordinate the submission of HR forms in compliance with CVT’s human resource systems and CVT’s National Employee Personnel Policy (i.e.: Timesheets, travel schedule, recovery time, and leaves);

· Track, prepare and submit reimbursement disbursements and payroll payment requests (wages; social security; tax; allowances) and calculate statutory deductions for regional staff.

· Prepare procurement orders and authorization requests for office needs including preparing bids analyses, purchase/service requests, and invoicing documentation that meet CVT internal control requirements

· Enter transactions and supporting documentation into files and electronic tracking system; prepares and maintains financial records (including financial archives, bank files, audit trail, journal entries, etc);

· Work closely with Regional Representative for the preparation and submission of weekly, monthly, and year-end Financial cash forecasts, reconciliations, requests, and reports Provide support in accounting and reconciliation for any partner field finances

Other Duties: Perform other duties as assigned.

Qualifications:

Required education, experience, certificates, licenses or registrations

• Bachelor’s degree in development, business/public administration, logistics, accounting, or a related field is required.

• At least three (3) years of experience working in a coordination, logistics, facility management, or operational capacity in different locations in the region is required; experience in a clinical or humanitarian setting is strongly preferred

• At least two (2) years of experience working with an international organization is required, ideally with regular interaction with expatriate and HQ staff.

Preferred education, experience, certificates, licenses or registrations

· First aid certification is preferred.

Competencies (Knowledge, Skills and Abilities)

• Written and spoken fluency in English and Arabic is required.
• Proficiency in Kurdish is desirable.
• Computer literacy and a professional understanding of Information, Technology and Communications Systems.
• Demonstrated experience sensitively building trust with local communities and partners.
• Strong analytical skills and sound judgment, with the ability to synthesize diverse and complex information from a wide range of sources, and to develop clear and actionable recommendations based on that information.
• Demonstrated flexibility to adapt to changing project requirements, partners or staff needs and security climate.
• Demonstrated ability to problem-solve creatively and mitigate risks effectively to support successful project implementation.
• Political, culture and gender awareness in the context of the Middle East.
• Excellent interpersonal, communication, negotiation, and diplomacy skills. Ability to travel if needed in the region
  Supervisory Responsibilities: Manages contracts but no direct supervisory responsibilities**

Work Environment:

· Office environments with potential travel throughout the region if needed. Position is based Jordan with flexibility to hire Syrians legally authorized to work in Jordan.

Physical Demands: While performing the duties of this job, the employee is regularly required to talk, hear and see. The employee frequently is required to sit, stand, walk and climb stairs; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift and carry heavy supplies. This position requires car travel up to 4 hours per one-way journey.

Travel: Ability to travel to a variety of locations including possible regional travel to complex and potentially unstable operating environments.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

*Suitable and interested applicants are requested to send a CV and motivation letter before the end of the day on Friday December 28, 2018 to: HR_MENA@CVT.ORG*