Project Assistant At Jesuit Refugee Service

The Organization

The Jesuit Refugee Service (JRS) is an International Catholic NGO (HQ) based in Rome. Our mission is to accompany, serve, and advocate on behalf of refugees and other forcibly displaced persons, JRS has been operating in Jordan since 2008.

In Jordan-Amman, JRS runs projects and activities that favor social inclusion, intercultural dialogue, community-building, psycho-social well-being, peacebuilding, empowerment, and self-reliance. JRS strives to create spaces where everyone feels included, accepted, and respected.

General Purpose of the Position

The Project Assistant provides the project with the required support, supplies, and materials to ensure their availability in accordance with the action plan developed in the Project Proposal and ensures the smooth running of the daily operations at the JRS center.

Works directly with: the Project Coordinator, and project team, and the other team members.

Main Responsibilities of the Position

1. Follow up on all purchase requests from the project and find suppliers;
2. Identifies and evaluates vendors for quality and pricing in coordination with the project team;
3. Contacts and negotiates with suppliers;
4. Ensures that supplies and goods are obtained at the best possible prices;
5. Provide all the required invoices, vouchers, quotations, and other documents that must comply with JRS Policies;
6. Follows up the entire purchase process and ensures that the quality and quantities for delivered goods matches with requested goods and with relative supporting documents;
7. Does routine follow-up of the condition of project’s car and provides all the required supplies and goods to ensure car maintenance, as well as availability of invoices, vouchers, quotations, and other documents related with vehicles service;
8. Is responsible of Handling cash and money transfers;
9. Follows up the entire logistics errands in coordination with the project director;
10. Ensures prompt execution of other tasks which are within the ambit of a Procurement & Logistics Officer which may be requested by Project Director as needs occur;
11. Project-Focused Procurement & Sourcing: Proactively identify, source, and procure all materials, equipment, and supplies essential for project implementation, ensuring timely delivery within budget constraints;
12. Dedicated Team Support for Project Success: Provide comprehensive logistical support to project teams, including arranging transportation for personnel and equipment, coordinating project-related meetings and events, preparing and distributing necessary documentation, and facilitating communication between project stakeholders;
13. Proactive Problem Solving for Project Challenges: Anticipate and proactively address logistical challenges that could impact project timelines or budgets. Develop contingency plans, implement corrective actions, and communicate effectively with project managers and team members to ensure smooth project execution;
14. Project Documentation & Reporting: Maintain accurate and organized records of all logistical activities related to projects, including purchase orders, invoices, delivery receipts, inventory records, and project-specific logistics reports;
15. Vehicle Management for Project Needs: Ensure the Organization vehicle (if applicable) is properly maintained and serviced, keeping accurate records of maintenance activities and ensuring its availability for project-related transportation needs;
16. Compliance & Project Adherence: Adhere to all company policies and procedures related to procurement, logistics, safety, and project management methodologies.

Qualifications

• Proven experience in logistics and procurement, specifically within a project-driven environment.
• Valid driver’s license with a clean driving record.
• Strong knowledge of sourcing and procurement processes, with a focus on project needs.
• Excellent organizational, time-management, and prioritization skills, essential for managing multiple projects simultaneously.
• Ability to work both independently and collaboratively within cross-functional project teams.
• Strong communication, interpersonal, and problem-solving skills, crucial for effective interaction with project stakeholders.
• Proficiency in Microsoft Office Suite (Excel, Word, etc.), and ideally project management software.
• Resourceful and proactive approach to overcoming project-related logistical hurdles.
• Attention to detail and accuracy in all aspects of project logistics.
• Ability to lift and carry heavy objects (if required for project materials).

Core Values and Ethics

• Commitment to JRS’s mission, vision, and values. ability to convey with enthusiasm JRS’s role in accompanying and serving forcibly displaced people and to advocate for their right to protection and a life in dignity.
• High sense of discretion in dealing with confidential matters at all times.
• High integrity and honesty.
• Ability to deal tactfully and discreetly with people, situations, and information.
• Acceptance of diversity and inclusion as core values.