Administrative Logistics Assistant

Job Description

Under the management of the Head of the Delegation, the incumbent is responsible for providing administrative and logistics services to the Jordan country delegation.The Administration and Logistics Assistant will be responsible for implementing the administrative and logistics policies and procedures according to Federation standards., which will in turn make our service offers more efficient and agile.IFRC Country Delegation is scaling up the humanitarian assistance support to the Jordanian Red Crescent Society in terms of the Middle East Crisis IFRC Appeal (Jordan part), frothing 3 community-based projects and upscaling HR deployed in Amman for operations support. This position will assist the Head of Delegation and Admin/HR Officer in preparedness, timely offerings of support services, and related documentation.Job Duties and Responsibilities

• General administration services
• Assist Admin/HR Officer and coordinate the visitors and staff visas files and residency permits where applicable ? including drafting letters, renewals, and cancellations.
• Handle any relevant file that requires signature, stamping, and approvals from the Ministry of Foreign Affairs (MoFA), Ministry of Interior (MoI), and other relevant Governmental entities.
• Assist Admin/HR Officer in arranging flights, other means of travel/transportation, and hotel accommodation for IFRC staff as well as visitors.
• Assist Admin/HR Officer to Handle country delegation international staff end of mission and mission start personal belongings as well as other IFRC requested shipments and courier services.
• Assist Admin/HR Officer in managing IFRC-related events including visa issuance, flights, venue, food & beverage, and accommodation bookings.
• Assist Admin/HR Officer and Head of Delegation in onboarding of new national and international staff.
• Assist IFRC Program team and Head of Delegation in long-term project support services (logistics/admin) offerings, helping in organizing conferences and workshops/related logistics.
• Assist Admin/HR Officer and Head of Delegation in working closely with protocol/liaison assistant for organizing Syrian and Palestinian borders road transportation, documentation, hotel bookings, airport logistics, etc.
• Assist Admin/HR Officer and head of Delegation in ensuring timely/properly planned logistics/admin services according to our integration agreements in offering services for partners in Syria and Palestine, Related conferences, and training organizations in Jordan.

Reception services

• Ensure the timely registration and distribution of incoming mail and courier services.
• Ensure timely renewal of the IFRC postal services including rental and redirection of mail fees payment.
• Ensure that telephone calls are professionally answered.

Office management

• Assist Admin/HR Officer in managing the IFRC office lease agreements including timely renewal, termination, and rental fee payment requests submission.
• Assist the Admin/HR Officer in ensuring that all personnel have a well-equipped workstation in the IFRC office premises and attend to any requests regarding furniture or additional equipment based on the basic items provided by the IFRC.
• Assist Admin/HR Officer in ensuring that the IFRC office premises and grounds are adequately cleaned & maintained and that the office utilities (electricity, water, telephone, fax, e-mail, office security system, fire safety, health components, garbage, and recycling services) are functioning properly and invoices processed in the system paid to service providers in a timely manner.
• Assist the Admin/HR Officer in keeping track of the office equipment and furniture inventory based on the IFRC tracker and ensure a quarterly update of the same.
• Assist Admin/HR Officer in managing the office?s storage areas including relevant inventory and organization.
• Assist the Admin/HR Officer in coordinating with the regional IT staff or service desk for IT-related services.
• Assist Admin/HR Officer in ensuring proper document filing and archiving at the country delegation based on the IFRC standardized filing system.

Housing services

• Assist Admin/HR Officer in identifying real estate agents and apartments for IFRC International Staff within the security perimeter as defined and authorized by the security focal point.
• Assist Admin/HR Officer in undertaking market assessments to advise staff and draft/update the housing policy.
• Assist Admin/HR Officer in managing the apartment leases from the contract initiation process to the final handover, making sure that all houses leased in all locations are equipped according to the standard lists and properly maintained according to the contract with the landlord and regional office housing policy.
• Assist Admin/HR Officer in managing and controlling all maintenance requests in coordination with the relevant focal points where applicable and ensure that needed repairs will be properly undertaken in the delegates apartments according to approved requests.
• Assist Admin/HR Officer in ensuring timely renewal, termination, and rental fee payment of lease agreements after consultation with the HoD.

Administration related procurement

• Assist Admin/HR Officer in identifying suppliers in different aspects of the administration procurement.
• Assist Admin/HR Officer in undertaking administration-related procurement processes including requests for quotations launching for services & goods, finalizing tenders processes as per the IFRC procurement manual, and initiating contract IDs for service agreements signature purposes.
• Goods and services shall include ? but not be limited to ? furniture, IT & security equipment and services, office maintenance & cleaning, translation, interpretation, insurance policies, stationary, business cards, refreshments, etc.
• Assist Admin/HR Officer in ensuring all relevant admin/logs invoices are processed/reviewed for timely payment.
• Assist the Admin/HR Officer To ensure a framework agreement is in place at the Delegation office for all the recurrent administrative services.

Operational Logistics Support

• Assist Admin/HR Officer in following the Federation standard logistics practices and keeping records to fulfill audit trail standards.
• Assist Admin/HR Officer To obtain no less than three quotations, prepare a Comparative Bid Analysis and purchase recommendations, all information being systematically recorded in Purchase Committee minutes, where appropriate.
• Assist Admin/HR Officer in liaising with the Procurement Unit Manager GHS & SCM MENA Region to develop and manage a sourcing plan to procure required materials and services for the Delegation Office.
• Assist Admin/HR Officer Active participation in the drafting of the specifications required for administrative service.
• Assist Admin/HR Officer Develop monthly procurement reports and maintain accurate requisition date information for all active procurement requests related to IT equipment, software, security items, and other related tenders.
• Assist Program Coordinator To liaise and coordinate with the relevant functions in JNRCS for procurement related to DREFs and Appeals.
• Assist Admin/HR Officer To ensure that the procurement carried out by JNRCS is in line with the IFRC procurement process and follows audit and compliance requirements of IFRC.
• Assist Admin/HR Officer in identifying and maintaining an accurate and up-to-date supplier information database for regularly purchased items and keep informed of local market conditions related to all procured items.
• Assist Admin/HR Officer Establish and maintaining a good professional working relationship with suppliers.
• Assist Admin/HR Officer in preparing timely monthly reports detailing specifics according to the needs and distribute them to the IFRC GHS & SCM MENA Region and the RO MENA Administration team.

Fleet

• Assist Admin/HR Officer Ensure the day-to-day maintenance of the IFRC rented vehicle, manage its preventive maintenance, and follow up on their repair and accident process when needed.
• Assist Admin/HR Officer Conduct driving tests for potential drivers based on the IFRC?s fleet manual & ensure the relevant driving documents are filled & approved.
• Assist Admin/HR Officer in reporting fuel, maintenance, repair, and accidents, drivers? details; complete new vehicle registrations.
• Assist Admin/HR Officer to Supervise the drivers; follow-up on dispatch and performance management.
• Assist Admin/HR Officer Liaise with the regional fleet focal point in Lebanon for any pending issues.

Communications

• Maintain good and high-level public relations with all service providers and landlords.
• Maintain a high level of confidentiality at all levels of work.

OthersPerform any other duties that may be assigned by the Finance and Administration delegate or HoD.Duties applicable to all staff

• Actively work towards the achievement of the Federation Secretariat?s goals
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Perform any other work-related duties and responsibilities that may be assigned by the line manager

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