21.4.24مجموعة من المدارس في الاردن تعلن عن شواغرها التعليمية والادارية - سارع بالتقديم

تعلن منظمة كير الفرنسية عن حاجتها الى :

Administration Coordinator

1. JOB SUMMARY:

The Administration Coordinator  is responsible for managing and coordinating the CARE Syria Country Office (CSCO) Headquarters (HQ) administration functions and services with particular emphasis on assest management, fleet management, office management, visa, work/residency permit management, real property management, IT and records management.  S/he ensures that support requirements for programs are carried out efficiently and activities follow CARE’s established operating policies, procedures and standards.  The Administration Coordinator reports to the Head of Operations and will supervise other Admin staff within the Admin Unit.  The Administration Coordinator will coordinate closely with the Supply Chain and Human Resources Units and as well as Finance Department.  S/he must demonstrate the adoption of efficient and cost effective methods; and must have a strong customer service focus.   

1. RESPONSIBILITIES AND TASKS:

Job Responsibility No.1: General Administration

• Create a working atmosphere and build team spirit that encourages competent and accountable administrative staff to effectively provide support services in all departments.
• Prepare, and follow-up on the implementation of policies and procedures     necessary to regulate and control mission wide Administration, property and vehicles.
• Regularly review administration policies and procedures and advice on required amendments, additions, and deletions.
• Train/orient existing/new employees on administration policies and procedures whenever required.
• Develop and support the Administrative staff in maintaining and updating filing systems
• Encourage formal and informal program support discussions with program and field office administration staff to develop open communications, improve services and increase confidence in the admin team.

Job Responsibility #2 Government and legal liaison

Deal with relevant Government offices to insure prompt follow-up and renewal of all visas for visitors, residency and work permits for international staff. Ensure full compliance with regulations related to visa and immigration Assist Staff and consulting visiting CARE International programs in the region in visa processes with relevant embassies in Amman Ensure that all buildings used for office and residency purposes have all required documents Ensure that service contracts are valid and renewed timely Stay abreast of changing external situational circumstances, which may impact both the Admin function and the wider organization and proactively develop suggestions for addressing them and/or incorporating relevant information into CARE’s approaches.

Job Responsibility #3 Offices and Guest Houses Management

Coordinate Amman based lease agreements and ensure that they are all up to date Ensure the maintenance of the guest houses and offices and liaison with respective landlords and ensure timely payment of rent. Ensure that all staff housing and office premises meet the required health and safety standards to live and work in. Ensure optimal use of available space at CARE guesthouses to minimize accommodation costs to staff/visitors/consultants while in transit. Ensure required supervision of all repairs and maintenance of CARE office and guesthouse. Coordinate payment of utility bills. In coordination with the Security Coordinator ensure CARE offices and guesthouses have adequate safety.

Job Responsibility #4 Assets Management

Implement and monitor systems to safeguard CO asset register that lead to proper protection of a viable database. Lead and guide annual inventory physical counts as required by policy. Document summary findings from such counts to the Management. Monitor management and use of CO assets and properties in line with policy, and supervise implementation of asset reporting cycle at appropriate times during the FY.  Manage the disposal of or reallocation of assets when no longer needed, in line with organizational needs and donor stipulations. Manage and coordinate repair and maintenance services and records for all physical assets. Ensure that property insurance are timely renewed in line with CARE policy. Ensure that managers sign off on the physical count and correctness of the inventory system database. Organize and supervise management of means of communication ensuring adherence to security procedures Ensure country office communication systems are well monitored and maintained.

Job Responsibility #5 Fleet and travel Management

Manage CARE owned and rented vehicles including fuel and maintenance/repairs schedules. Oversee all flight bookings for staff/visitors for the CO. Ensure that this is done in a timely and efficient manner and that staff are informed accordingly. Support Admin Officer in handing visitors arrival (pre arrival documents and arrangement, accomodation, airport pick up, visitors welcom package, etc.) Oversee fleet movement planning and ensure that travel tracker is up to date, in place and shared with Security Unit Support Admin Officer to plan and effectively use drivers

Job Responsibility #6:  Staff Management 

• Coach direct supervisee(s).
• Identify training needs and work with HR department to take them into account in relevant training plans.
• Initiate, evaluate and propose any staffing changes such as promotion, termination, and remuneration adjustments for supervisees.
• Ensure adequate staff performance management is applied appropriately.

Job Responsibility #7 General Responsibilities

Attend various meetings as needed Communicate with staff on various issues regarding administration. Carry out any other duties that are requested by the Head of Operations

1. QUALIFICATIONS – (must be specific, realistic and related to job responsibilities)
2. Required Qualifications

• Bachelor’s Degree in Administration/Business Management; Law
• minimum professional experience of 5 years in the management of administrative procedures, of which at least 2 in International NGO or an international organization.
• Knowledgeable of visas, work and residency permit requirements and processes
• Fluent in written and spoken English and Arabic.
• Should be proficient in computer use and its applications.

1.  Critical Competencies

• Excellent interpersonal skills
• Good communication skills;
• Negotiation
• Planning, organizing and problem-solving
• Excellent analytical skills
• Ability to work under-pressure and respond positively to feedback
• Ability to work in a diverse cross culture team
• Attention to detail
• Coordination abilities
• Conceptual and adaptable

Key performance factors

• Effective visa, work and residency permit planning and management
• Maintenance and accuracy of key Admin reports (travel tracker, lease commitments, utilities tracker, fuel consumption report, assets reports, etc.)
• Asset register maintenance and timely annual asset physical count
• Lease and service contracts tracking
• Admin processes cost effectiveness

1. CONTACTS/KEY RELATIONSHIPS:

6. Other Key Relationships

Internal Contacts

• Program Managers
• Finance
• Procurement
• HR

External Contacts

• Government offices
• Landlords

• Service providers

1. WORKING CONDITIONS: 

6   Working Conditions

This position will be based in Amman and may require travelling to CARE’s Offices when there is a need.

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