AVSI Foundation, an NGO created in 1972, carries out cooperation projects for development, with particular emphasis on education. In its work, its attention is focused on the defense and promotion of the dignity of the person, the cornerstone of every project. We work all around the world thanks to a network of 35 founding members and more than 700 partners worldwide.

AVSI Foundation has been operating in Jordan since 2006 and contributed in supporting the most vulnerable local communities, Palestinian, Iraqi and Syrian refugees through providing projects and activities that focus on health and psycho-social assistance, education, vocational training, and job placement and income-generating activities.

Overall responsibility:

The Office Coordinator represents AVSI in the area of jurisdiction, in particular, the Office Coordinator:

• Is responsible for the Field Office and of the correct execution of all the rules and procedures of AVSI Jordan.
• Does a weekly meeting with all AVSI field staff and send the report of the meeting to HQ.
• Sends official communication & papers to HQ **

– Tasks and Responsibilities:

On the Human Resources level, the office coordinator:

• Is responsible for the attendance, timesheets and mission sheets of the local office staff should report any absence or unusual behavior of the local office staff to the HQ HR dpt.
• Should communicate all rules & regulations to new employees, collect all necessary documents from new employees and send them to HQ HR within the first 3 days
• Should conduct interviews for the recruitment of teachers (in collaboration with the Education Specialist and Project Manager) as well as drivers, cleaners & volunteers, and for the issuance and renewal of their contracts.
• Can participate in the first interview when recruiting local staff and should give a neutral and strict professional opinion.

On the Administrative level, the office coordinator:

• Does an annual forecast of the local office expenditures (fixed payments, rents, maintenances, etc…) and updates it regularly, and collaborates with the finance on the allocations of such expenses
• Manages the petty cash of the local office and sends to HQ ADM the updated prima nota and cash count forms on a daily basis
• Is responsible for the transfer of all invoices, timesheets or any other payment to the headquarters,
• Should keep a copy of all invoices, contracts, cheques, and receipts related to the local office and send the originals to the headquarters, these papers should be archived in a good manner enabling easy and fast access.

On the Logistics level, the office coordinator:

• Is the only person responsible for contacting suppliers and executing purchases
• He/she should have a list of pre-selected legal local suppliers with whom he/she has payment facilities
• He/she can proceed with local purchases only after having received the approval from the concerned Project manager and the finance department
• He/she is responsible of the office stock, he/she should also be responsible for any stock placed in AVSI centers in close collaboration with field coordinators, and he/she should report his/her updated lists of stock to HQ logistics dpt.
• He/she is responsible for AVSI local assets through an inventory list that he/she should update and send to HQ logistics DPT.
• He/she is responsible for AVSI cars and drivers, he/she has to set a weekly car plan for the local office and report any damage to the cars to HQ logistics dpt.

On the security level, the office coordinator:

• The office coordinator should be aware of all his/her staff movements on the field, and in case staff from other offices need to sleep over he/she ensure that they communicate all their work & non-work related movements to the concerned office coordinator.
• He/she should make sure all his/her staff are aware of AVSI security guidelines