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Office Coordinator
EARLY GRADE READING AND MATHEMATICS INITIATIVE (RAMP)
Scope of Work
Office Coordinator
Introduction
RAMP is the Early Grade Reading and Mathematics Initiative that is being implemented by RTI International (RTI) and its partners: Change Agent for Arab Development and Education Reform (CADER); We Love Reading (WLR) and Mercy Corps. RAMP is a national Ministry of Education (MOE) led initiative designed to improve the reading and mathematics skills of students in Jordan from KG 2 through Grade 3 (KG2- G3).
Position Description
RAMP is seeking to appoint an Office Coordinator to work under the supervision of the RAMP Deputy Chief of Party. The selected candidate will provide administrative and organizational support to project staff. Work with Logistics officers to ensure procurement policies are followed, and equipment are adequately stored and distributed in a timely manner. Organize travel, as needed. The Office Coordinator will ensure that the office will be always in a good and workable condition, and all team members have the equipment needed, and deliver assistance on a day-to-day basis. Moreover, will help to ensure that all tasks and assignments under this job description are implemented in full compliance with USAID rules and regulations, RTI policies, and Jordanian law.
He/She will contribute to the following:
Tasks:
Office Management
- Responsible for the day-to-day management of the Project office.
- Establish and maintain effective information management systems of the office including electronic and paper files, hardware, software, and technical support.
- Overall responsibility for maintaining and reporting on project property and expatriate households and vehicle inventory, including inventory and ensure proper completion of property receipt and tagging on project commodities in compliance with RTI assets management system (RAMS).
- Support and manage the facilitation of special events, staff meetings, and workshops as requested; organize internal meetings; and reserve conference rooms and phone lines as needed including arranging catering.
- Supervise the venue reservation and travel and hotel reservation of project staff and consultants.
- Arrange all logistical support for RTI visitors and Short-term Temporary Assignments (STTAs) by booking their hotels, arranging their transportation, preparing the welcome kit…etc.
- Coordinate to ensure constant and adequate availability of office consumables, stationery, and supplies.
- Coordinate with Technical Staff and other Support Staff to create and maintain all administrative and technical files for the office and in an orderly manner.
- Management of assets and property including updating the Master Property Register, tracking of property movements, maintenance of all office supplies and equipment, and scheduling of repairs and replacements.
- Develop and submit weekly and monthly reports to Deputy Chief of Party on administrative work.
- Manage the petty cash.
- Perform other duties as assigned by DCOP.
Procurement and Logistics Support
- Assist with the procurement of goods and services required for the project, following quality control and due diligence in full compliance with RTI / USAID RAMP policies, procedures and regulations;
- Coordinate office needs such as office supplies, stationery, maintenance requests, shipping/mailings; manage vendor deliveries to the office
- Coordinate all logistical support for staff and consultants, including transport and other travel requirements, hotel accommodations, conference bookings…etc.
RAMP Safety and Security Plan
- Support the DCOP in maintaining the RAMP Safety and Security Plan and ensure proper execution.
- Ensure strict compliance with RAMP safety and security guidance.
- Maintain and update the Emergency Contact Rosters and phone tree.
- Plan meetings and take detailed minutes.
Required Qualifications
The successful applicant is expected to have the following minimum professional experience:
- Bachelor’s degree with at least 3 years’ experience in general business administration and financial management is preferable.
- Experience in managing large-scale office staff in a USAID project.
- Ability to work in a team-oriented, fast-paced environment.
- Knowledge of donor-funded programs, particularly USAID, is a plus.
- Advanced working knowledge of Excel and strong database skills.
- Detail-oriented, organized, and able to meet tight deadlines.
- Self-motivated, results-driven, and prefers to work in a fast-paced dynamic environment.
- Proven prioritization, time management, and project management skills.
- Effective written and interpersonal communication skills.
- Strong interpersonal skills and ability to build lasting relationships.
- Fluency in English language.
Please send your CV through Akhtaboot maximum by Sunday 2nd of June 2019. Only short-listed candidates will be notified.