Admin/Log And Field Support Officer At Un Ponte per

Organization Overview

Un Ponte Per ETS (UPP) is an Italian NGO established in 1991 in Iraq, and currently working in Iraq, Siria, Jordan, Lebanon and Ukraine. UPP has been active in Jordan since 2004, where it is officially registered with the local authorities and operates through its office in Amman. UPP has substantial experience in protecting vulnerable groups, especially focusing on disability, mental health, and the social and professional inclusion of people with disabilities, having implemented around 25 projects in the past 15 years. Since 2011 contributes to the Syrian response with project is support to the protection and empowerment of refugees, with a focus on women, children and people with disabilities. In the region, UPP has recently implemented different interventions aiming at the conservation of cultural heritage and promotion of sustainable tourism, and is going to start a project aimed at the cultural heritage conservation and valorization in Jerash. For further information please refer to our website: http://www.unponteper.it/en/

Job description

The person will be responsible for the following tasks. He/she may need to focus more on the first or the second component according to mission’s needs.

Admin/log support

· Support the administrative management of the project, including the regular update of project’s cashbook, bank reconciliation, etc.

· Support the proper collection and storing of project invoices and other expenses’ justifications according to donor’s guidelines and internal procedures;

· Support the development of project’s financial reports;

· Support the development of documents such as contracts, MoUs, etc.

· Support all procurement procedures, including the developemnt of procurement documents (invitation letters, tender documents, technical evaluation documents, etc.) and the selection procedures of suppliers according to UPP and donor’s regulations;

· Support in managing office supplies, equipment, and facilities.

· Monitoring inventory levels, ensuring adequate stock of supplies.

· Coordinating the transportation and delivery of goods.

· Support the identification of suppliers as well as the relations with them;

· Coordinate with suppliers to ensure the timely availability and provision of necessary materials and services for the work’s implementation, in accordance with the defined procurement plan (ex. Conservation materials, services needed in the worksites, etc.);

· Support the supervision of works, also to ensure that security and safety procedures are applied;

· If needed, support the administration management of the project (ex. Collection of invoices, etc.) or other tasks according to project’s needs.

Support field activities

· Support the PM in the coordination on the field of all activities managed by UPP and its partners;

· Support the PM to ensure regular coordination with local project stakeholders, especially local authorities;

· Support the PM during meetings with local authorities and other stakeholders;

· Coordinate with local authorities to mobilize the necessary workers and staff for implementing of works;

· Support the project manager in developing, implementing, and monitoring the project work plan, ensuring a timely implementation of activities and the fullfillment of project’s milestones and results;

· Facilitate on-site relationships and the coordination between the technical international partner and the local stakeholders;

· Support the coordination with project partners and the supervision of their workplan.

Requirements

· Bachelor’s degree, preferably in fields such as architecture, archaeology, supply chain, logistics, engineering, sustainable tourism, economy/business administration, or similar.

· At least 4 years of experience in a similar position, or in the field of development cooperation with NGOs;

· Experience in admin support activities, including the development of financial report and the use of administrative tools;

· Experience in logistic activities (relation with suppliers, development of procurement documents, etc.);

· Proficiency in English and Arabic, including the capacity to work on high-quality written documents;

· Experience and capacity to coordinate and engage with with local stakeholders, especially with local authorities, and to create and maintain good work relations;

· Previous experience in projects related to cultural heritage conservation and valorization and sustaianble tourism or protection is an added value;

· Previous experience in the coordination of field activities;

· Experience in the supervision of work activities (ex. Cash for work, construction works, etc.) is a plus;

· Knowledge of Jerash city and the local context is a plus;

· Soft skills: Capacity to work autonomously, flexibility, communication skills, active listening, proactivity, willngness to learn.