وظائف شاغرة لدى منظمة دولية غير حكومية في عمان

الجمعة، 19 يناير 2018


تعلن  Premiere Urgence Aide Medicale Internationale في عمان عن حاجتها الى :


Administrative and Logistics Assistant

Job Description
Administrative and Logistics Assistant
POSITION GENERAL INFORMATION
This position is split up between PUI Middle East regional Office (MERO) and PUI Mission in Jordan and includes the support to both offices according to the tasks listed below:
Position: Administrative and Logistics assistant for PUI in Jordan
Based in: Amman, Jordan.
Supervision

Under the overall management of the Administrative and Finance Coordinator of the PUI Jordan mission
Under the supervision of the Middle East Regional Coordinator (part time – when working at MERO).
About Première Urgence Internationale (PUI)

Première Urgence Internationale (PUI) is a non-governmental international aid organization operating in more than 20 countries and relying on more than 30 years of experience in responding to the fundamental needs of crisis affected populations. Present in the Middle East since 1996, PUI conducts multi-sectorial humanitarian and resilience programming in Jordan, Syria, Lebanon, Iraq, Palestine and Yemen. PUI provides relief assistance in health and nutrition, water and sanitation, food security, shelter, protection and supports early recovery. The Middle East Regional Office (MERO) provides technical support to the six country offices and represents the organization.
PUI's actions are guided by principles of humanity, impartiality, independence, accountability, adaptability, transparency, cooperation and partnership, involvement, dialogue, initiative, and trust.
OVERALL MISSION
General objective
Under the overall management of the Admin and Finance Coordinator of the PUI Jordan mission and under the supervision of the Middle East Regional Coordinator, s/he is responsible for providing the administrative and logistical support to the PUI Jordan Mission and to the PUI Regional office to ensure its activities are run in an effective and efficient manner.
RESPONSABILITIES AND TASKS FOR THE MERO
Support travels and administrative procedures for expatriate and national staff for the MERO
Collect viable information on several visas processes necessary for expatriate and national staffs travel across the region, contacting and visiting embassies, consulates, interviewing other INGOs
Build application files for visas and proceed with the applications on line, through mails or visiting consulates and embassies
Manage the booking of plane tickets for the professional movements of expatriate and national staff going in and out Amman/Jordan
Manage the booking of taxi and cars for the professional movements of expatriate and national staff from MERO and Yemen mission
Follow-up of visa of expatriate team and apply on time for extension
Prepare and ensure the welcoming of each national or expatriate staff visiting the MERO (liaising with the other mission or HQ to provide relevant information and confirmation, sending the welcome pack through email and with taxi drivers, sending keys of office and Guest House when necessary etc.)
Reviews the attendance sheets and the office check-in system (print and archive)
 

Cash payments
Prepare and distribute per diem  and cash envelops for expatriate and national staff for the MERO, upon request from supervisor, receiving money from Jordan administrative department
Make cash payments following PUI’s rules
Translate accounting documents if necessary
Guarantee security of the cash and confidentiality of information
Logistical tasks for the Middle East Regional Office
Assist in installing and securing materials in the MERO office and related guest houses
Assist in monitoring and maintaining material
Provide teams with adequate means for data backup
Carry out regular physical inventories in MERO and guesthouse
Check regularly with MERO staffs the availability of all commodities, goods and equipment
Ensure/Supervise the basic maintenance of premises (office and guesthouse) like little repairs
Ensure follow up of the MERO and Yemen mission of phones fleet and any IT equipment (allocation to a staff, maintenance, purchase, etc.)
Support liaison with the authorities for administrative and legal procedures regarding MERO’s registration in Jordan
Is the focal point for the Ministry of Trade and Industry
Manage all Administrative procedures including on all registration documents and processes with the relevant authorities, etc. under the supervision of the Middle East Regional Coordinator
Collects all necessary forms from the Administration and Ministries Departments and submit them once filled
Liaises with PUI legal office to collect information or documents as instructed by his/her Manager
Support the organization of trainings and regional workshops
Liaise with other PUI’s country offices and HQ to gather relevant information about participants
Prospect to choose the venue if needed, ensure logistic arrangements are done
Proceed with all administrative tasks to facilitate the travels and stays of participants
 

RESPONSABILITIES AND TASKS FOR THE PUI JORDAN MISSION 

1.            Cash Management and Treasury
Management of the cashbox for daily transactions
Filling of cash book according to PUI standards and procedures
2.            Archiving

Support in the archiving of finance and accounting documents
Support in the review of supporting documents and preparation of voucher
3.            Administrative support on the mission

Follow-up of visa of expatriate team and apply on time for extension
Provide secretariat support for writing official letters and translations (from English to Arabic or from Arabic to English) for light operational, technical, legal and administrative written documents including letters, notices, reports, articles...
Assist in all Administrative procedures including on all registration documents and processes with the relevant authorities, on the vocational licenses, etc.
Collect all necessary forms from the Administration and Ministries Departments and submit them once filled.
Ensure compliance of PU-AMI with all general requirements of the Government of Jordan for registration and legal compliance
Undertake external representation to different stakeholders:
Prepare minutes of meetings attended.
The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project needs.