JOB TITLE: Admin and Supply Chain Coordinator

TEAM/PROGRAMME: Administration – Supply

LOCATION: Amman

POST TYPE:  National

External representation and communications: Level 2

-Regular contacts require the exchange of basic factual information to suppliers, beneficiaries or other partners

- Regular contacts to the Ministries and Board Members

CHILD SAFEGUARDING: Level 2 – the responsibilities of the post may require the post holder to have limited contact with or access to children or young people.

ROLE PURPOSE:

The admin coordinator is responsible for providing administrative support in order to ensure that municipal services are provided in an effective and efficient manner.

Performs a variety of associated administrative, staff support, tracking equipment and supplies needs; coordinates and facilitates meetings as appropriate.

Reports to: Supply Chain and Administration Team Leader.

Staff directly reporting to this post: N/A

KEY AREAS OF ACCOUNTABILITY:

Support the delivery of effective Programmes, in both development and humanitarian contexts, by:

Admin:

• Assist with event planning and other administrative activities as needed
• Assist with Office Management such as stationary, mails, faxes … etc
• Liaising with staff members in other departments or external contacts.
• Serve as a back-up and substitute the absence of other administration staff.
• Providing administrative support to the organization and to the staff
• Managing the office assets
• Paying bills such as water, electricity, landlines, and any other needed payments
• Handling the maintenance of offices and ensuring the functioning of all facilities
• Renewing licenses
• Processing the issuance or renewing annual residencies, or work residencies, in addition to entrance visas
• Report any office malfunctions while maintaining the needed
• Attend to any Admin requirements

Board Coordination:

• Meeting Coordination: Schedule and organize board and committee meetings, including agenda preparation, document distribution, and logistical arrangements.
• Record Keeping: Document meeting minutes and maintain records of decisions, resolutions, and actions.
• Communication & Liaison: Serve as the primary point of contact between the board and executive team, managing inquiries and requests.
• Compliance & Reporting: Assist with governance compliance, maintaining records for audits and regulatory filings, and preparing periodic reports.
• Board Member Support: Provide administrative assistance for board members' travel and other needs.
• Travel Coordination: Arrange travel logistics for staff and visitors, including booking flights, accommodation, transportation, and managing itineraries to ensure smooth and efficient travel plans.

Supply:

• Supporting the supply chain Manager in the delivery of in-country supply activities, including relief distributions and maintenance and management of vehicle fleet and office equipment as part of the national supply chain team.
• Ensuring that programme purchases are made in a timely and transparent manner, that Save the Children procurement policies and procedures are followed at an optimal quality/price, and that all procurement procedures are properly implemented.
• Implementing effective stock management and administration systems, thoroughly monitoring stock levels and advising on appropriate stocking and replenishment to meet project demands.
• Prepare purchase orders based on best quality and best cost of supplier.
• Maintain proper documentation of all procurement.
• Complying with and promoting all Save the Children Global policies such as Child Safeguarding, Whistle blowing, Fraud, and Health and Safety.
• Support Supply Chain Team in Physical and Reconciliation of stock and fixed asset on Quarterly and Annual basis.
• Employees may be required to perform other related duties as assigned, to ensure workload coverage. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their line manager

SKILLS AND BEHAVIOURS (Our Values in Practice)

Accountability:

• Takes responsibility for decision-making and efficient resource management, and holds team and partners accountable for delivery of their responsibilities by delegating effectively, affording staff professional autonomy, providing the necessary development to improve performance, and applying appropriate consequences when results are not achieved;
• Creates a managerial environment across the Country Programme to lead, enable and maintain our culture of child safeguarding, achieving results together with children and role modelling Save the Children values.

Ambition:

• Sets ambitious and challenging goals for self and team, takes responsibility for own personal development, and encourages team to do the same;
• Engages and motivates others by widely sharing their personal vision for Save the Children;
• Future orientated, strategic and global thinker.

Collaboration:

• Builds and maintains effective relationships with team, colleagues, members, donors and partners;
• Values diversity as a source of competitive strength;

• Approachable, diplomatic, and supportive, with well-developed listening skills.

Creativity:

• Develops and encourages new and innovative solutions both on a personal level and by building and leading teams willing to take disciplined risks.

Integrity:

• Honesty, openness, and transparency;
• A strong commitment to Save the Children’s vision of a world in which every child attains the right to survival, protection, development, and participation.

QUALIFICATIONS AND EXPERIENCE

Essential:

• Graduation major in Business or relevant field
• 1 to 2 years of experience in a relevant field.
• Good verbal and written communication, diplomacy tact and organizational skills.
• Good coordination and organization skills.
• Customer service oriented.
• Ability to priorities competing demands.
• Strong team player with high team spirit and positive attitude.
• Flexibility under pressure and in response to changing needs.
• Productive and responsive to instructions and project policies and regulations.
• Good computer knowledge especially MS office, spreadsheet, power point, outlook and lotus notes.
• Very Good communication skills  (written/spoken)
• High capacity to work in a high speed environment
• Understanding of specific daily urgent needs that might demand some extras in extraordinary circumstances. 

***Qualified male and female candidates are welcome to apply.