Requisition ID: req57161 Job Title: Operations Assistant Sector: Supply Chain Employment Category: Regular Employment Type: Full-Time Open to Expatriates: No Location: Amman, Jordan Work Arrangement:In-person Job Description BACKGROUND: In 2007, the IRC began providing humanitarian assistance to vulnerable and crisis-affected people in Jordan in response to an influx of Iraqi refugees and the strain on host communities. Following the eruption of the Syrian war in 2011, hundreds of thousands of refugees crossed into Jordan. The ongoing insecurity in Syria and the growing needs of refugees have strained Jordan’s resources and infrastructure and exacerbated pre-existing issues like water scarcity and high unemployment. As resources become more limited, refugees and host communities have fewer economic opportunities and become more vulnerable. The IRC’s strategy for Jordan shows our commitment to improving the safety, health, education, and economic well-being of people affected by conflict, in camp-based (Za’atari camp) refugees and urban-based refugees as well as vulnerable Jordanian host community, in coordination with the humanitarian community and the Government of Jordan. Simultaneously, IRC in Jordan is pivoting to a more long-term resilience/development programming responding to the context in Jordan and the worsening vulnerabilities faced by refugees and vulnerable Jordanians. JOB OVERVIEW The Operations Assistant is responsible for the efficient coordination and management of operation activities for IRC’s field sites in the north field. Including but not limited to: Facilities Management, Stakeholders Management, Maintenance Management, Registration Processes, Etc. KEY RESPONSIBILITIES The Operations Assistant is responsible for working closely with Sr. SCC, internal and external stakeholders to ensure effective operations planning and preparation to support program implementation. 1. Operations: - Representation of IRC in coordination meetings with UNHCR, governmental entities, International and National service providers in filed. - Oversee the annual vocational licenses registration and leasing agreements managements for all IRC field sites and ensure proper documentation and filing. - Assist the safety and security head in preparing and reviewing the security management plans. - Report all changes and updates of the security situation to the head of the security department. - Preparation, Signing, and Documentation of Lease Agreements & Leases terminations. - Issuing and renewing vocational licenses (Municipality registration) and clinics, pharmacy registration. - Negotiation with landlord for rent amount and any maintenance required needed for the facilities need to be done from the landlord side. - prepare rent payments for All IRC field locations. - Determine locations needs with program staff and support the program staff to submit needed PR to supply chain (curtains, kitchen supplies...etc.) - Focal points and direct contact with the supplier to ensure all maintenance done for all field sites - Submit and follow up on applications with company services provides electricity, water for any upgrade or maintenance based on IRC need 2. General field-Sites Maintenance: - Ensure all IRC field facilities are well-maintained and fully operational. - Assessments and Implementation of facilities maintenance and cleaning (Planning, implementation, and Reporting). - Manage Utilities payments - Water bills, Electricity bills, Gas refill, water tank refill. Monthly basses - Perform routine maintenance tasks, such as replacing light bulbs, plug sockets, and light switches. - Conduct basic woodwork and sanitary repairs within skill capacity. - Address maintenance requests for budget holders promptly to minimize downtime. - Track daily upkeep tasks, communicate with requesters, and close tasks upon completion. - Clean, organize, and leave maintenance areas in a safe condition after work completion. - Support in coordinating the distribution and replacement of drinking water bottles, including emergency orders. - Assist with relocating furniture and office supplies between field sites and storerooms as needed. - Support the procurement and low-value purchases. - Implement periodic overall maintenance inspections as per the schedule and checklist, submitting reports accordingly. - Support sites revamp projects, including taking measurements, providing cost estimates, and executing tasks. - Request and coordinate with outsourced service providers for specialized tasks, ensuring compliance with standards. - Perform other responsibilities and tasks as assigned by line manager. - Prepare maintenance-related bills and payments, collect necessary codes for petty cash payment and submit complete documentation to the designated team members and coordinate with the Procurement team as required. - Maintain detailed records of payments, maintenance checklists, and other documentation in compliance GSC procedures. 3. Compliance and Ethics Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through:- - Implementing due diligence for suppliers, this includes conducting ATC checks, reference checks, supplier visits etc. - Provide consistent and constructive support to other departments to ensure compliance with policies and procedures. - Identifying and reporting procurement red flags. - Implementing internal and external audit corrective action plans. - Procurements are conducted in compliance with donor regulations. 4. Reporting - The Operations Assistant is responsible for the review, submission and filing of the monthly field reports on fuel consumption and vehicle usage. etc. - Operations Reports & Trackers. Key Working Relationships: Position directly supervises : NA Position Reports to: Senior Supply Chain Coordinator. Other Internal and/or external contacts : Internal : Regular relationships with program staff, Operations and country Supply Chain staff at all levels External: Vendors and Services providers Update Qualifications Requirements: Education: High Secondary School / Diploma degree or equivalent in Supply Chain Management, Operations, Business Administration or related field. Work Experience: 1-2 years of work experience in supply chain operations. Demonstrated Skills and Competencies: - Good English (written and spoken) and Arabic. - ERP System - Competent with using computers, especially Microsoft Office Word and Excel spreadsheets and Outlook. - General knowledge of supply chain procedures and tools - Attention to detail and ability to multi-task - Team spirit and problem-solving abilities - Excellent interpersonal and communication skills - Remains productive when under pressure - Demonstrates a systematic and efficient approach to work - Relates and works well with people of different cultures, gender and backgrounds - Excellent relationship building, interpersonal skills and able to represent IRC externally. - Ability to plan, prioritize, coordinate and manage Operations resources. - Ability to work under pressure and to meet deadlines and objectives. Working Environment: This position is based inMafraq / Jordan. The security situation in the IRC intervention areas is calm and the security department of IRC shares regular security updates to keep the management and staff informed about the new developments. Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation. Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other benefits and allowances. IRC is an Equal Opportunity Employer. IRC considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law. Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.