وظائف شاغرة مطلوب مساعد/ة عمليات للعمل لدى منظمة دولية

Operation Assistant

Closing date: 04 Oct 2017
TERMS OF REFERENCE

Individual Contractor Agreement

Title: Operations Assistant

Duty station: Jordan, Amman

Section/Unit: Operations

Duration: Oct 2017 – 31 December 2017

Supervisor: Regional Director.

1. General Background of Project / Assignment

The Bremen Overseas Research and Development Association (BORDA) was founded in 1977 by planners, engineers, business people and social scientists as a civil society expert organization. Collaborating worldwide with more than one hundred organizations, we are committed to making the transition towards liveable and inclusive cities which give disadvantaged urban populations access to essential public services such as energy, sanitation, waste management and water. We are active in 25 countries in Latin America, Central and West Asia, South and South-East Asia, and Africa. We support holistic approaches on policy formulation, participative urban planning processes and infrastructure development. In this respect we design and implement innovative system packages together with our partners, foster capacity development at the local, national and international level, and facilitate dialogue between civil society organizations, communities, government entities, the private sector, scientific institutions, and international organizations.

. 2. Purpose and Scope of Assignment

An Operations Associate (OA) is required by BORDA’s office in Amman in order to provide support to BORDA’s projects and day-to-day operations in Jordan. The OA will report to the Regional Director and have direct responsibility for the following operational functions: 1 Premises, 2 Transport and Movement, 3 Procurement, 4 Asset management, 5 Information Communications and Technology (ICT), 6 Safety and Security, 7 Wellbeing and Welfare. Some assistance with the oversight of finance, admin, HR and communications will be expected. In addition the OA will be charged with developing and implementing improved policies, procedures and templates for all operational functions of the BORDA Jordan office.

The OA will be part of the senior BORDA operations team in Jordan and will participate in all activities as requested by the Programme Management Unit (PMU).

3. Monitoring and Progress Controls:

Within six months, it is expected that at minimum the following outputs will be achieved by the OA:

· Effective performance and completion of operations tasks.

· Optimised communication, coordination, and synergy between administrative, human resources, procurement, transportation, executive and programme teams ensuring that roles and responsibilities are clearly understood and followed.

· Improvement in all critical aspects of BORDA’s operations.

· Key operations tasks developed, implemented, and fully functional, including but not limited to, policies, flowcharts, procedures, activity matrix implementation, arrivals packages, master price list, inventory and robust document storage.

· Effective integration of the operations teams, functions, and engage as needed with other BORDA offices.

· Policy documents for all areas of responsibility are up to date.

· Up to date flow charts of all processes produced.

4. Scope of activities include but are not limited to:

Premises

Develop and implement a premises policy with due regard to environmental and social considerations.
Coordinate on all aspects of premises repairs and maintenance.
Ensure all utilities (electricity, water, septic tank, garbage disposal, etc.) and facilities are functioning as intended.
Coordinate and work with maintenance teams for office equipment and furniture installation.
Book external meeting or conference rooms in advance, set up including supplies items, boards and flip charts, lights, projectors, sound system, name plates, stage preparation, knowledge management products, etc.
Transport and movement

Arrange transport and movement for BORDA and non-BORDA passagers.
Ensure accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.
Obtain complete information for passengers and prepare all documentation as necessary for flight bookings
Ensure all travel preparations are ready on time for travel to all regions.
Follow up and inform travelers about date/time of his/her travel.
Follow up and receive travel information from travelers with external bookings.
Coordinate with suppliers for movement of cargo.
Ensure BORDA and non BORDA staff regional visits are well coordinated.

Ensure that all transport arrangements are for official purposes.

Prepare daily and monthly roster for assigned drivers.

Arrange and provide dispatch services for BORDA activities

Maintain daily BORDA vehicle movement tracker.

Maintain BORDA fleet status and arrange for timely maintenance and repairs.

Ensure the availability of vehicle and duty driver for official activities at short notice.

Ensure that BORDA has well maintained vehicles at all times

Ensure waiver procedures are used as appropriate

Assist with visa procurement.

Procurement

Preparing RFQ’s and Purchase orders.
Maintain master price list accuracy.
Coordinate with Executive office on all aspects of procurement.
Ensuring compliance with all procurement procedures.
Ensuring all procurement is done in a timely fashion
Ensuring all procurement is done according to procurement policy.
Lead all BORDA procurement activities and needs, in close cooperation with the BORDA operations team (administration, HR, transport, etc.), to ensure financial transparency, clear accountability, and implementation of best practice.

Oversee the development, adjustment and implementation of procurement plans.
Manage timely and efficient delivery of goods to be procured and of service
Ensure efficient customs clearance, storage and transport arrangements

Supervise the transparency of the procurement processes. Oversee filing of relevant procurement documentation.

· Lead the development of a Project Procurement Plan and generate regular updates for the guidance of senior staff.

· Develop tools for capturing procurement data and identify progress towards the achievement of procurement schedules

· Reviews the technical evaluation process to ensure consistency, accuracy, compliance with the solicitation and compliance with BORDA procurement rules and regulation.

· Proactively works to develop procurement plans in accordance with the BORDA procurement rules and procedures for the procurement of commodities and/or services.

· Contacts vendors to resolve contractual problems and to gain knowledge of the products, sources, prices, marketing practices.

· Spot check of the Products/ Services of LTA (Long Term Agreements) vendors.

· Maintain long term good relationships with the LTA vendors.

· Maintain and track the records of all the expense and advance funds with the LTA vendors.

Create LTAs with suppliers and vendors when needed.
Any other tasks assigned by the Country Programme Manager.
Asset management

· Making sure that BORDA stores are well managed, and inventory of all items in the stores is developed and maintained.

Prepare equipment for staff checking in and out.
Ensure office supplies are ordered and replenished on time
Sending inventory lists as required and ensuring all asset documentation is in order.
Conduct physical verification of assets; prepare hand over for equipment disposal.
Information, Communications and technology

Check the working condition of electronic and communication equipment, including: Telephones, radios, photocopiers, scanners, printers etc.
Office equipment, electric appliances and internet connectivity is functional all the time.
Be available at all times by radio or telephone.
Ensure all SOP’s are followed.
Safety and security

Ensure BORDA compliance in all activities
Receive and escort visitors
Follow and ensure compliance of all BORDA and common sense security procedures.
Welfare and wellbeing

Learn on-the-job and gain practical knowledge
Self study administrative instructions and circulars, BORDA manuals and guidelines about administration.
Take interest in assuming additional responsibilities and learn new skills
Participate and complete mandatory trainings and workshops
· Mentor and develop staff performance using a supportive and collaborative approach.

5. Qualifications and Experience

· A minimum of 5 years of progressively responsible management experience of large organisation operations in the field of international development.

· Education: A minimum of a bachelor degree.

Key Competencies:

· Very strong administrative skills for rapid and accurate processing of all tasks.

· Demonstrated experience in organisational and operational improvement.

· Proven ability to maintain strategic focus while supervising a complex operation.

· Self reliant, good problem solver, and results oriented. .

· Energetic, flexible, collaborative, and proactive.

· Excellent verbal and written communication skills, preferably including public speaking experience.

· Proven interpersonal and intercultural skills, including flexibility and sensitivity.

Language: Fluency in oral and written English and Arabic is required. Knowledge of German is an advantage.

HOW TO APPLY:
Send your Curriculum Vitae and cover letter to [email protected] by Oct. 4th, 2017

Recruitment starts immediately upon publication of this call for application and placements may be filled before the indicated application deadline. Therefore, we encourage you to submit your application early. Only short-listed applicants will be contacted.