تعلن منظمة Care International في عمان عن حاجتها الى :
Program Quality Administrative Assistant
JOB SUMMARY:
The CARE Syria South-Central hub provides cross-border humanitarian assistance inside Syria.
The Program Quality Administrative Assistant is an important part of the Program Quality Department. The Department is composed of the Monitoring, Evaluation Accountability and Learning (MEAL) team and a much smaller Partnership Team. The post holder will support these teams in several different ways including the timely processing and e-filing of finance, HR, procurement and administrative documentation. We welcome applications from qualified applicants, both female and male, irrespective of age and religion.
RESPONSIBILITIES AND TASKS:
Job Responsibility #1: Process monthly payments for M&E Field Consultants.
LOE: 30% of time
Prepare the M&E field consultants purchase requests (Requisitions), This tasks involves timely communication with The Grant Teams to cross-check which project or program budget the payments can be charged against.
- Prepare and e-file all documentation for M&E Monitoring Field Consultants contracts, in consultation with the MEAL Manager (i.e. Internal Memo, Request for payments).
- Prepare and e-file all monthly payments for M&E Monitoring Field Consultants. This involves several steps:
- Completing Requisitions (PR), ensuring the attachment of ToRs, Internal Memo, Offer Letters and Consultant ID Photo;
- Ensuring the contract is signed by two parties
- Write the PO (Purchase Order), explain the PO terms & conditions to Consultants
- Follow up directly with consultants and e-file their weekly/monthly reports (i.e. deliverables) ensuring a member of the MEAL team verifies the achievement of consultant deliverables against individual and team work-plans. This task requires regular follow-up and planning to ensure timely consultant payments;
- Prepare the Request for Payments forms (RFP), enter into the system and complete all manual GRNs
- Follow up all any signing of the payments from the required budget holders and physically hand over to the procurements team with the necessary documentation.
Job Responsibility #2: Finalize the 3rd Party Monitoring Purchase Requests (Requisitions) and payments
LOE: 25% of time
- Prepare and e-file the 3rd Party Monitoring activity purchase requests (Requisitions), in consultation with the MEAL Manager
- Prepare and finalize 3rd Party Monitoring activity payments (i.e. Request for payments (RFP) as required from MEAL Team. These payments are made after the achievement of monthly/quarterly work plans/deliverables have been cross-checked by a designated member of the MEAL Team
- E-file all payments and supporting documents
Job Responsibility #3: File management and back-up support
LOE: 15% of time
- In consultation with the Senior Information Management Systems Officer (IMS), ensure correct and timely filing of all supporting documents so the evidence of payment can be quickly retrieved against Field Consultant, 3rd Party Monitoring and Partner deliverables
- Conduct spot checks in warehouses managed by CARE to verify kits and items being prepared for distribution
- Provide limited back-up support to the Program Quality/MEAL Translator as per weekly and monthly work-plans.
Job Responsibility: # 4
LOE: 10% of time
- Act as a Logistics, Administrative, Procurement and HR focal point on behalf of the Program Quality Department when coordinating on the following tasks:
a) administrative support for workshop/meeting venues
b) booking CARE drivers and meeting rooms
c) In consultation with the Line Manager, Program Quality Coordinator, ordering equipment for the Program Quality Coordinator
d) Keeping the stationary cupboard equipped with basic stationary.
Job Responsibility: #5
LOE: 15% of time
- Enter information and data into the Complaints Management System
- Do periodic checks to ensure the information is complete
Job Responsibility: #6
LOE: 5% of time
- Perform other duties as and when work-plans are updated according to need and assigned by the Line Manager or Program Quality Coordinator.
QUALIFICATIONS
A. Education and experience
Required:
- Bachelor’s degree in a relevant topic (Finance, Administration, MIS, FIS or other related field)
2. Minimum of 1 year full-time, previous experience of working as an Administrative, Procurement or Project Assistant. Full-time experience can include volunteer time/internship with an agency/company
- A minimum of one year experience with a development and/or humanitarian organization can include volunteer time/internship with an agency/company
B. Technical skills
Required:
1. Intermediate level with MS Office applications( e.g. Word, Excel, Outlook and ideally Power Point)
2. Develop weekly,monthly and quarterly work-plans based on guidance from the Line Manager
Desired:
- Basic knowledge on M&E
- A previous knowledge in one or more of the following program areas: food security, livelihoods, WASH, protection, shelter, Non-Food Items
C.Human relations skills and Self-Management
Required:
- Fluency in written and oral English and Arabic
- Ability to maintain confidentiality
- Motivation and/or proven ability to manage competing priorities and meet deadlines at short notice
4. Motivation and/or proven ability to take initiative and work independently
- Motivation to work effectively with different people from different professions and backgorunds
- Demonstrate a flexible and solution-focused approach to work
- A good team player who is enthusiastic about developing and maintaining effective working relationships within the department and across CARE USA.
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