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INTERSOS
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Admin and Logistics Officer

Job Description and Requirements

Job Title: Admin and Logistics Officer     

Report to: Irbid Field Manager                            

Supervision Of: Drivers

Duty Station: INTERSOS Irbid Field Office                  

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ABOUT INTERSOS:

INTERSOS is an Italian humanitarian organization that works all over the world bringing assistance to people in danger, including victims of natural disasters and armed conflicts. We intervene to effectively meet the needs of people in crisis, with particular attention to vulnerable groups, women and children. We provide primary assistance in terms of food, shelter, medical assistance and basic goods, while also ensuring that basic needs, education, safe water and health needs are met during the recovery phase.

Since 2012, INTERSOS has had operations in the Middle East to contribute towards ensuring emergency relief and social protection assistance for Syrian refugees fleeing their home in search of safety, with special focus on most vulnerable groups (children, women, elderly and persons with special needs).

In Jordan, INTERSOS has focused its humanitarian response on supporting Syrian families displaced across urban and rural areas, as well as vulnerable host communities, with a programme that concentrates on protection and protection mainstreaming within the different sectors of intervention that compose the Country Strategy (Protection, Child Protection, Education in Emergency, WASH, Shelter and Basic Needs including Cash and Winterization Assistance).

OBJECTIVE OF THE POSITION:

The Admin/Log Officer is responsible for supporting INTERSOS activities and staff with admin/log tasks on a daily basis. He/ she will be jointly connected with different departments (HR, Finance, Logistics and Programs when needed) in Amman coordination office and the filed manager in the field office.

MAIN RESPONSIBILITIES: 

Under the direct supervision of the Field Manager and in coordination with Procurement, HR and Finance Managers, the Admin/Log Officer will be responsible of:

  • Finance and Admin:
  1. Ensure all accounting records and supporting documentation for all financial transactions are maintained in a systematic order.
  2. Handle cash safe in the field and ensure its safety at all times.
  3. Perform cash reconciliation on a weekly basis under the supervision of the Finance Officer
  4. Book-keeping accounting entries according to INTERSOS’s standard.
  5. In charge of opening and closing advances with the Field staff including the preparation of the Purchase Requests under the direct supervision of the finance officer.
  6. Ensure all relevant administrative supporting documents are collected and delivered to Amman Finance Unit.
  7. Act as a focal point between Amman coordination office and Irbid field office in terms of any administrative issues.
  8. Respond to the office needs in terms of office supplies, equipment, utilities etc.. Under the direct supervision of the  Procurement Manager and the Field Manager.
  • Human Resources:
  1. Supervise the team members reporting to you, provide support and training, promote a friendly and professional working environment, and ensure staff development and learning environment.
  2. Ensure your team performance appraisals are reviewed regularly and conducted as per INTERSOS HR policies and procedures.
  3. Support the HR department during the recruitment process of the field staff.
  4. Follow up on field volunteers timesheets and monthly payments.
  5. In charge of following up with the cooperation of the HR Officer in terms of: Leaves follow up, staff attendance, contract renewals, staff complaints, resignations, etc.
  • Logistics:
  1. Ensure that all materials purchased correspond to the selected quality and price, matches with INTERSOS procedures and are timely delivered.
  2. Immediately report to the Procurement Manager and the field Manager/ Requester (if needed) any discrepancy in terms of quality, quantity and price between selected and delivered materials and items.
  3. Collecting all required procurement documentation and maintain records and files both soft and hard copies in an impeccable manner.
  4. Coordinate with Finance Department to make sure the payments are delivered to the suppliers.
  5. Assist program staff with raising purchase requests (PRs) and provide price estimations of goods, services and works needed when possible.
  6. Under the supervision of the Procurement Manager, ensure the proper communication with suppliers, assist in regular market surveys, and regularly assess available vendor and procurement opportunities.
  7. If needed, assist the Procurement Manager, in verifying and regularly updating, according to INTERSOS procedures, the annual list of pre-qualified suppliers.
  8. Be an integral part of the procurement team and support all members in other INTERSOS field offices when needed.
  9. Participate in the logistics planning and identification of logistics and security needs.
  • Fleet and Assets Management:
  1. Assisting in developing fleet management process, standard operating procedures (SOPs) and forms (i.e., car use policy, maintenance tracking sheet, insurance policy, etc.).
  2. Ensuring that the fleet is regularly checked and needed car maintenance is reported to the procurement manager.
  3. Ensuring that all drivers and NTERSOS staff are complying to the safety procedure whenever INTERSOS vehicles are being used.
  4. Following-up on proper monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates by drivers
  5. Ensuring that proper documentation of vehicles (i.e., lease, insurance, mechanical inspection, etc.) is properly handled by drivers
  6. Initiating regular fixed assets and inventory check on a quarterly basis.
  7. Maintain the assets register updated according to INTERSOS policy under the supervision of the Procurement Manager.
  • Warehousing and Stock Management:
  1. Following up on the delivered materials in terms of quantity, quality and according to the agreed specification from the related departments. Ensure that all related supportive documents are signed according to INTERSOS manual.
  2. Ensure that the delivered materials are stacked in a proper way according to INTERSOS safety and security policies.
  3. Ensure that all stock cards for the delivered materials/items are initiated and updated in a proper manner.
  4. Following-up on the materials loading and off-loading, and issuance of stock as per the quantities stated in approved stock release forms.
  5. Regularly update the stock report, stock card and share the updates with the Procurement manager, field manager and the related program manager/s.
  • Additional Tasks:

Any other duties not listed above and necessary for the implementation of the activities.

  • Accountability:

Ensure maintaining high confidentiality of information, up to date documents, including processes and verification.

  • Working Relationships:

Proactively engage with your supervisor and key staff.

  • Representation:

Represent INTERSOS in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of INTERSOS mandate, ethics, values and stand-point with regard to other actors.

  • Security:

Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.

POSITION REQUIREMENTS

Education

Bachelor degree in Business Administration, Logistics or any other related field.

Professional experience

Minimum of 3 years working in the logistics field including one year working in the NGOs sector.

Professional requirements

  • Strong understanding of the humanitarian emergency operating context
  • Computer (excel) and admin/finance skills
  • Highly able to keep confidentiality
  • Able to work independently
  • Demonstrated experience in staff supervision
  • Readiness to commit and adhere to the values, mission and vision of INTERSOS.

Languages

  • Arabic Language
  • Very good English Language 

Personal requirements

  • Strong team spirit, comfortable in a multi-cultural environment
  • Teamwork
  • Ability to work and adapt in different environments
  • Very strong interpersonal skills: strong communication and diplomatic skills
  • Practical and problem-solver

INTERSOS is an equal opportunities employer and all qualified applicants will receive consideration for employment without regard to age, gender, disability, sexual orientation, socio-economic status, ethnic origin, or religious orientation.

INTERSOS VALUES:

The centrality of human being is the key principle underpinning all INTERSOS’ values and interventions. It underlines the importance of the principles of equality, justice, peace, solidarity and the duty of every human being to help all those in need or distress, without influence of any kind. We value:

  • Borderless
  • Impartial
  • Independent
  • Sensitive to local cultures
  • Attentive to local capacity
  • Professional in solidarity
  • Transparent