Area Operation Support Assistant

Area Operation Support Assistant

Admin اللوجستيك والتوريدات

JOB Vacancy Announcement #: 7471

Job Title: Area Operation Support Assistant

Application deadline: 04.10.2022

Duty Station: Manbaj

Job Requirements:

  • Minimum Institute degree (in law, business administration, finance or any related field).
  • Minimum one year of experience working in an INGO.
  • Minimum two years of total experience.
  • Good command of English (speaking, reading, writing).
  • Excellent command of Microsoft office suite (Word, Excel, PowerPoint).
  • Able to multitask, prioritize, and manage time efficiently.
  • Flexible and can cope with stressful situations.
  • Excellent verbal and written communication skills.
  • Strong interpersonal communication skills.
  • Residence in Manbij city, ability to travel in Manbij surroundings, ability to travel to and from Raqqa.

Job Description:

FINANCE:

  • Liaise and proceed with suppliers/services and HR payments when approved by the authorized ACTED staff and as per ACTED regional rules and processes.
  • Receive transfers, make payments and petty cash management for Manbij office as per ACTED regional rules and processes.
  • Make sure all payment vouchers and related documentation are scanned then sending the hard copies to Raqqa base.

ADMINISTRATION:

  • Follow up the premises contract with HR Officer and contact the owners for payment after consulting the finance department for availability of funds.
  • Ensure ACTED HR rules, regulations and procedures as described in the HR Manual are in place at Manbij Office.
  • Coordinate with other department to prepare order form of stationary and share with Sr.HR Officer to follow up procedures.
  • Prepare the table of Authorized signature and share with HR Officer.
  • Responsible to update the contract list and share it with the team on a monthly basis
  • Arrangement of meetings (Meeting room/ensuring participants are on time/providing stationeries for the meeting if needed…)

HUMAN RESSOURCES:

  • Assist the HR Officer in his/her management of staff in Area Office & GH.
  • Control & checking of national staff attendance sheet of staff on daily basis to share it with Raqqa office.
  • Assist HR Officer to prepare employment contracts for new staff and contract extension/amendment in case of renewal.
  • Follow up on national staff leaves and update it to the leave follow up tracker, share it with head of departments monthly.
  • Ensure all staff are aware of modifications to the HR Manual and have all signed Code of Conduct

HR-ADMIN / PAYROLL FOLLOW-UP:

  • Sharing necessary papers (attendance sheet, leave forms, etc.) with HR Officer to prepare Titanic (Staff Report).
  • Upload and save all the above documents to the network on monthly basis for FLAT to review to be able to approve the monthly HR TITANIC at country level.
  • Collecting of necessary paper for service contract staff (attendance sheet, ID, etc.) and prepare the service contract/TITANIC monthly.

HR-ADMIN / RECRUITMENT:

  • Arrange for test & interviews
  • Support HR recruiters in conducting reference checks
  • Share new advertisement internally according to ACTED procedures
  • Responsible for onboarding arrangements (collect new joiner’s documents, sign contract, sign ACTED required documents, arrange inductions, etc.)

LOGISTIC – PROCUREMENT:

  • Implementing procurement processes according to Logistic Senior Officer’s requests (quotations collection, etc.)
  • Coordinate and prepare the Technical Checks
  • Provide on-time delivery of goods purchased for maintenance and repairs in the premises
  • Controlling the Procurements Contracts and all relevant procurement documents

LOGISTIC – PREMISES AND ASSET MANAGEMENT:

  • Ensuring of accurate monthly inventory follow-up and asset management follow-up by project and by donor at the area level.
  • Ensuring of accurate monthly generator Maintenance: Oil, Fuel, Air filter, etc.
  • Ensure the preparation and drafting of a weekly report for the generator (TRA-06).
  • Ensuring of proper maintenance of ACTED premises including offices and guesthouse as well as follow-up of the equipment stored in the premises at the area level.
  • Ensure and inspect fuel tanks, coordinate with the Liaison Department to follow up on the purchase process.

LOGISTIC – REPORTING:

  • Weekly reports (consolidated monthly purchased goods and current goods reports, through the communication assets).
  • Production and timely submission of purchase report.
  • Accurate Logistics filing.

Advertiser: Confidential غير معلن

Other Information’s:

Nothing to Mention.

How to Apply:
Please send your CV to the following email/Link:

https://forms.office.com/r/CdRL1j4NHJ        

Please consider to mention the advert ID (Above) and the job title in the email subject.

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