تعلن منظمة المانية في الاردن عن حاجتها الى :
Project Administration Officer
The “Finance Admin Controlling Team in the Employment Cluster” in Jordan is seeking for “Project Administration Officer ”- on a full-time base employment as per the below job profile.
Job Profile
Required qualifications, competences and experience
Formal Qualifications
- BA in business administration, recognised commercial diploma in management, economics or related fields
Professional experience
- At least 5 years’ professional experience in a comparable position
Other knowledge, additional competences
- sufficient knowledge in procurement and tendering issues
- excellent communication and cooperation skills
- team player/ability to cooperate with others
- well organized work approach to follow up service tasks with dedication/commitment and reliability
- very good working knowledge of IT and computer applications (e.g. MS Office)
- language skills: Fluent spoken and written skills in English, Arabic, German language is a plus
Responsibilities
The position holder is responsible for the following within the frame of the employment promotion portfolio in Jordan:
- Purchasing materials and equipment up to 2500 Euro and up to 20.000 EUR for events for the employment promotion portfolio in accordance with P+R
- Monitoring the status of procurement and related customs matters, particularly in the event of delays
- Preparing contracts with local individuals as well as consulting firms up to 2500 Euro as well as up to 20.000 EUR for events in accordance with GIZ rules and conditions
- Handling and keeping inventory of assets, material and goods in accordance with P+R
- Supporting of service contracts and procurements (including construction and office space management) on country level,
- Following up and settling of travel claims and supporting vehicle management.
- Preforming any other tasks as requested by the superior.
In this context, the position holder fulfils the following tasks:
Tasks
Administration and Office coordination
- Prepares and participates in internal and external (team) meetings.
- Monitors the availability of stocks and consumables.
- Monitors and supports the office space availability, rent contract management and facility services.
- Responsible for filing documents (hard and softcopy) in line with GIZ’s filing rules.
Keeping Inventory in accordance with GIZ P+R and using GIZ onsite Asset electronic system
- Handling and keeping inventory of material and goods according to GIZ rules and regulations.
- Maintains and monitors inventory lists up to date using the GIZ related systems.
- Ensures the proper labelling material and equipment.
- Preparation and handling the handover of equipment/material to the partner organisations according to GIZ rules and regulations.
- Prepares related lists and keeping full paper files as per GIZ rules and regulations.
Purchasing, procurement of goods/material up to 2500 Euro
- Procures materials and equipment locally, monitor markets, issues invitations to tender and issues purchase orders in accordance with P+R.
- Accepts goods and ensures that the receipt is documented, and goods received checked appropriately.
- Arranges for the safe transfer of goods to their destination.
- Notifies the project manager of delivery location and time and keeps contract lists always updated.
- Filing of documents related to procurement of goods in DMS and as hardcopy in line with P+R.
- Prepares annual Sales Tax lists and submit them to GIZ Office in time.
Preparation of local contracts with individuals and consulting firms up to 2500 Euro
- Prepares local contracts up to the limit of Euro 2500 in accordance with GIZ regulations.
- Updates and reports to the project manager on time about the status of contract preparation and related matters, particularly in the event of starting delays.
- Documents and files properly completed contracts.
- Keeps contract lists always updated.
- Filing of documents related to procurement of services in DMS and as hardcopy in line with P+R
Event Management
- Organises and coordinates logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events, including related services (i.e. transportation, interpreter, promotion material).
- Prepares visitor plans.
- Supports in the preparation of presentations, and all printing materials needed for internal and external events.
Travel and vehicle management
- Arranges programs for visitors, makes travel arrangements such as booking tickets, flights, hotel reservations, transport etc.
- Coordinates driver and vehicle schedules
- Tickets reservation for all project seconded staff, project national personnel, and counterparts
- Processes applications, visas, travel expense claims and other necessary permits required for travelling abroad of GIZ staff and counterparts
- Quality and completeness check of travel expenses settlement sheets for all GIZ Staff and Counterparts in close coordination with the GIZ Office
- Monitors car logbooks and assure quality as per GIZ regulations.
- Assures maintenance is done regularly
Customs declarations for goods
The position holder
- Monitors and controls deliveries
- Monitors release of goods and further processing
- Keeping proper filing of customs declarations according to P+R when applicable.
IT security and data protection
- Coordinates and monitors the work of assigned IT consultant
- Assures that all PCs are protected by confidential passwords in coordination with the IT consultant
- Assures that all PCs are protected by permanent and regularly updated automatic virus software in coordination with the IT and assists in regular data backup by storing in GIZ filing system
Keeps an updated IT Documentation list as per GIZ rules and regulation and GIZ IT Guidelines.
Other duties/additional tasks
The position holder
- Regularly checks the changes in GIZ Processes and Rules (P+R) in relation to field of work.
- Immediately reports all problems involving procurement matters to direct superior.
- Performs other duties and tasks at the request of the direct superior.
- Deputizes for administration and finance team members of the employment cluster as required.
- Contributes to knowledge management and service quality improvement with exchange, cooperation and learning among the Finance Admin Controlling Team.
Deadline for applications: 09.03.2021