Operations Manager – Amman , Jordan

General Description of the Programme:

GOAL has been working in Syria since 2013, responding to the acute needs of conflict-affected communities. GOAL is working in Idleb Governate, both through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, and provision of Water, Sanitation and Hygiene (WASH) through support to Water units, as well as emergency support to recently displaced households.

GOAL has been working in North Aleppo Governate since 2019, through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, as well as emergency support for recently displaced household.

Overview of the role:

The overall responsibility for this role is to ensure the delivery of high-quality internal support services in the GOAL Amman office, including procurement, IT, logistics, and certain legal services while maintaining an effective, collaborative, efficient, compliant, operating environment. The overall policies and procedures development will be led by the Systems Department Heads (Procurement, IT, Logistics, Compliance and Finance), based in Turkey. This position will work closely with these positions to ensure timely and quality implementation of these policies in Jordan. This position is responsible for coordinating assigned activities and working closely with other units in Jordan and in other GOAL Syria offices (Turkey & Syria)

Main responsibilities:

Responsibility #1 Oversee day-to day operations for Amman Office.

Estimated % of Time: 35%

• Collaborates with and supports all Amman based staff to deliver the required systems/operations support.
• Maintains office efficiency by planning and keeping all office systems functioning.
• Ensures compliance with applicable health, building, zoning, and safety licensing and certification requirements in coordination with the Safety and Security department.
• Assure timely onboarding of new staff in the Amman office, including but not limited to, providing a workspace and relevant equipment.
• Partner and liaise with Human Resource team to maintain coherent and complementary office policies.
• Continually seek ways to streamline processes while assuring compliance with GOAL policies.
• Ensure the smooth and adequate flow of information within the Amman office.
• Organize and supervise other office activities (recycling, renovations, event planning etc.) as requested.
• Assure up to date procedures for retention, protection, retrieval, transfer, and disposal of documents are in place. Manage the archiving in the Amman Office.
• Follow up actions and apply relevant GDPR rules inside Amman Office. Ensure security, integrity, and confidentiality of personal data.
• Assures that network system (internet), mobile phone lines and office equipment is continually operating, coordinating with IT department as needed.
• Provides general support to visitors.
• Ensure Amman Office apply environmentally friendly activities, and report when needed all green actions progress.
• Performs other related duties as assigned.

Responsibility # 2: Coach, mentor, and manage Systems/Operations staff.

Estimated % of Time: 20%

• Hire, train and supervise relevant staff, using GOAL’s performance management system
• Coach, mentor and develop direct reports, providing opportunities for professional growth.
• Liaise with technical line managers to ensure that systems staff have adequate support and guidance.
• Ensure that all direct reports have taken trainings for their professional development based on available budget.

Responsibility #3: Procurement & Logistics Management

Estimated % of Time: 30%

• Provide support, training and guidance to Amman based staff to understand logistics & procurement policies and procedures.
• Oversee implementation of all Jordan based procurement procedures and systems, including assets, and consumables to assure timely and quality delivery of services to staff.In the case of IT procurement, this will be done in liaison with the IT Coordinator.
• Oversee relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time.
• Update and manage the supplier management of the Amman office and make sure all suppliers are registered in the system as per the GOAL Procurement Manual
• Maintain accurate and up-to-date digital tracking systems for service agreement expirations, contracts, procurement, and assets.
• Lead the relocation of premises as needed.
• Oversee asset management of Amman office.
• Oversee the Asset physical checks and reporting for the Amman office per GOAL procedures.
• Manage airport travel and transportation needs for GOAL staff in Amman.
• Ensure that all procurement is carried out in a timely manner, providing support to budget holders and in accordance with GOAL’s procurement manual, charts, authorization table and relevant donor regulations.
• Ensure that all relevant contracts are recorded per GOAL procedures within the terms of the contracts and FWA’s, monitor Key Performance Indicators (KPI), develop, and maintain the feedback reporting systems.
• Ensure that the procurement and contract tracker captures all relevant information and dates,
• Prepare yearly and monthly procurement plan and share with procurement Coordinator.
• Prepare and track the core cost/ operations budget estimations and actuals for Amman office.
• Ensure all Share Point folders for procurement and logistics are up to date in compliance with relevant procedures.

Responsibility #4: Legal

Estimated % of Time: 15%

• Liaise with the external Legal advisor and represent GOAL Jordan on non-labour issues. Labour issues will be managed by the Head of Human Resources.
• Ensure that work permit and visa processes for international employees and visitors is completed in timely manner.
• Track the visa, residency and work permit renewals and assist in solving issues

Requirements (Person Specification)

• Minimum three years’ experience as administrative manager with supervisory responsibility.
• Minimum one (1) year experience in procurement management.
• Fluent Arabic and English.
• Competent computer skills, in particular MS Word, Power Point, and Excel
• Bachelor’s degree in business administration, engineering or similar relevant field
• Experience of working in the INGO sector at least for one year.
• Experience in logistics asset management in previous roles at least one year.
• Solution focused with strong analytical and problem-solving skills.
• Team player, able to work in a flexible, supportive manner to colleagues.
• Motivated self-starter, able to make decisions and take action independently.
• Strong time management/ organisational skills
• Competent computer skills, in particular MS Word and Excel
• Strong verbal and written communication skills.
• Excellent attention to detail.

Desirable

• Master’s degree in business administration OR minimum of five (5) years’ experience as office management