وظائف شاغرة لدى منظمة دولية غير حكومية تعمل في أكثر من 40 بلداً في مجالات التغذية والأمن الغذائي ويرحب بالدبلوم

السبت، 14 أبريل 2018


تعلن جمعية العمل لمكافحة الجوع في عمان عن حاجتها الى :

ARCHIVIST/Office Support Assistant


Action Against Hunger is an international non-governmental organization working in more than 40 countries in the fields of nutrition, food security and livelihoods, water sanitation and hygiene, and care practices. ACF Regional Office is looking for Archivist/ Office Support Assistant - Part time.
Work placeACF Regional Office - Amman 
Assignment:
Under the supervision of the Admin Log Manager, the Archivist/Office Support Assistant will have to:
  • Check the registration of accounting data and organize their filing.
  • Support Regional Office in all logistics and office aspects

Specific Objectives:
Objective 1 : Ensure quality control of the invoices:
Activities:
1st control:
  • Check the nature of the document and its presentation (photocopy, original, pro forma, translation, date, signature, stamp, terms used, accuracy of calculations, etc.);
  • Record in the filing report all errors in the wads (bundles);
  • Whenever possible, improve the quality of the presentation of wads: translation, date (according to the data base file), addition of a calculation note (ticket), etc.
2nd control : check the codes:
  • After the monthly accounting closure check the accounting codes, the project codes and the budget codes;
  • Correct any errors in the invoices if necessary;
  • Immediately inform the finances if the statement of the accounting software differ from that of the invoice.

Objective 2 : File and archive the documents: 
Activities: 
  • Photocopy all invoices;
  • File the originals according to budget (contract) and budget line;
  • Check that all the invoices are present for each budget line and each contract;
  • File the photocopies of invoices according to the books (cash and bank).
  • File everything very conscientiously;
  • Reclassify the invoices according to their new budget lines if necessary, particularly when they have been used in various operations (redistribution of the initial budget lines);
  • If requested, look for the original invoices or photocopies, and then reclassify them correctly.

Objective 3 : Participate in preparing audits:
Activities:
  • Prepare the files to be sent to headquarters (final checking of invoices and their presence, complete the risk file if necessary);
  • Finalize the dispatch of files by adding labels and adequate packaging.

Objective 4 : Organize and perform procurement at Regional Office level
  • Receive Purchase Requests, sort and group them.
  • Organize the purchases and ensure that the internal procedures of the ACF Kitlog are respected;
  • If applicable, ensure the contract terms are respected.
  • Ensure all procurement dossiers are properly mounted, scanned and archived at base level.
  • Follow up all the procurement requests, with the requesters.
  • Ensure delivery to the requesters
  • Identify new suppliers
  • Collect and capitalize information related to suppliers

Objective 5 : Support the organization of regional events (meetings / trainings / workshops)
  • Assist in obtaining all necessary documentation for obtaining visa approvals for the participants.
  • Collect offers for venues, equipment or any related requirements needed to hold such events.
  • Fulfil all tasks requested by the  Admin Log Manager to  ensure successful management.

In the course of his/her duty, the Archivest/ Office Support Assistant may be requested to perform additional tasks not listed in the present Job Description. In case new tasks and responsibilities are included in his/her duty permanently, the Job Description will be updated.

CANDIDATE PROFILE
Diploma / Level of studies: Relevant degree in Administration/ Finance/ logistics.
Required skills: Highly organized person, Rigour, Diplomacy, Strong capacity to prioritize, Resourcefulness, Capacity to negotiate.
Spoken and written proficiency in English and Arabic

Please apply before April 25th, 2018, applications after this date won't be taken into consideration
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
ACF is committed to creating a diverse environment and is proud to be an equal opportunity employer.