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Operations Support Intern - Partnership Unit (2 Vacancies)

0.00 to 1.00 Years   Amman, Jordan   04 Apr, 2023
ACTED-Jordanie Regional
2 Jobs Openings
Job LocationAmman, Jordan
EducationNot Mentioned
SalaryNot Mentioned
IndustryNon-profit Organization
Functional AreaNot Mentioned

Job Description

Job PurposeTo provide overall support to the Partnership Unit in Amman, Jordan in program, Procurement, finance, and any other related tasks. The intern will have the opportunity to learn the programmatic, procurement and finance policies, procedures and ways of working of ACTED and dealing with partners and will be able to implement them on operational level.The major purposes of the job are to provide a learning opportunity for fresh graduates and to gain their support on the program management cycle and support operational level of the partnership unit.ÿÿObjectivesTo implement program activities, The intern at the Partnership Unit will have an essential role of:

  1. Contribute to timely, cost efficient and transparent of the partnership unit.
  2. Maintaining records and their archiving of a variety of complex documents. The intern will carry out secretarial functions to support program, finance, and logistics activity-related procedures, which will facilitate timely payments in coordination with finance department.
Duties and Responsibilities1.ÿÿÿÿÿÿÿProject initiation and Implementation Follow-upa)ÿÿÿÿÿSupport on the preparation of KOBO tools needed for the program team activities with the support of the project officer and other staff related.b)ÿÿÿÿÿEnsure the finalization of an accurate database for each activity that the officer is managing, with the support of the project senior officer.c)ÿÿÿÿÿParticipate in project coordination meetings with the PU team and IPs.2.ÿÿÿÿÿÿÿAdministration and Operational Management of WASH, NFI distribution and other related activities Implementation2.1.ÿFinance and Logistics a)ÿÿÿÿÿÿEnsuring to fill the trackers and follow-up tools that support the Operation Support Officer in forecasting monthly cash requirements.b)ÿÿÿÿÿProvide technical guidance and support for the review of other activities BoQs, RFQ, contracts and other procurement documents like CFW activities.c)ÿÿÿÿÿEnsure proper management and use of the project assets and stocks through follow-up with IP.2.2.ÿAdministration/HRa)ÿÿÿÿÿContribute to a positive working environment and good team dynamics among program staff.2.3.ÿTransparencya)ÿÿÿÿÿKeep a record of all IP activity documents that include doing the following;-ÿÿÿÿÿÿÿÿÿÿCollecting documentation from internal and external sources.-ÿÿÿÿÿÿÿÿÿÿAssessing, organizing and coding server documents for all activities/beneficiaries.-ÿÿÿÿÿÿÿÿÿÿCreating and updating files, and filing documentation in appropriate files (soft and hard copies)-ÿÿÿÿÿÿÿÿÿÿConduct basic checks of information presented in documentsÿ-ÿÿÿÿÿÿÿÿÿÿUpdate regularly tracker of missing information / documents-ÿÿÿÿÿÿÿÿÿÿRetrieving records on request and forwarding these to relevant parties-ÿÿÿÿÿÿÿÿÿÿFollow a filing system to make updating and retrieving files easiera)ÿÿÿÿÿMaking a regular review of the projects folders and files to ensure the IPs are providing all the documents needed with ACTED standards during the project and make a final check at the end of the project.3.ÿÿÿÿÿÿÿImplementing Partners3.1.ÿCultivate good relations with IPs, through regular attendance at weekly and bilateral meetings.4.ÿÿÿÿÿÿÿQuality Control4.1.ÿWork with the AME department to ensure refined PU activity monitoring and follow-up tools with the support of the Project Officer.4.2.ÿRecord the minutes of the meeting for the regular calls that the PU has with the IPs.4.3.ÿSupport the project officer in documenting lessons learned and best practices.5.ÿÿÿOther
  1. Assist PU team with other activities, as requested by the immediate supervisor.
  2. Perform any other related activities as assigned by the immediate supervisor.ÿÿ
Key Performance IndicatorsExample, the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targets.
  • % Of Program milestones completed on time as per the original plan.
  • Records and documents (beneficiary lists, donation certificates, attendance sheets, payment sheets) available for all program activities.
  • Accuracy of PU, documents, trackers and report.
*Salary: Paid Internship with 15 JOD payment per day.

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