MSF Amman Support Office is currently looking for a:

PROJECT MANAGER

Amman Support Office

Department: Log/Fin/HR       Level: 11 IRFFG

Starting date: Workplace: Amman

Functional line management of N/A              Duration: 1 year

Reports hierarchically to the Head of Resources

Mobility: N/A

Functional reporting line to N/A        Internal relationships: Other AMSO and Amman Hub team members from OCG and OCA primarily, and progressively OCBA colleagues as well.

Relevant key positions in other HQ, Hubs, etc.

External relationships: N/A

CONTEXT

Amman Hub:

MSF has been present in Amman since 2006 with different Missions and OCs and since 2015 with delocalised HQ offices.

In 2018, MSF signed a Host-Country Agreement (HCA) with the Jordanian authorities, and consolidated its presence in the country becoming one of the MSF Hubs around the world with the aim to support the quality of our operations in the region and beyond.

Today, Amman Hub is a complex setting including the presence of 5 OCs with Operations and Organisational Support:

•             Units: OCA MENA office, OCBA CAHM (Centre for Advanced Humanitarian Medicine), OCG MESO (Middle East Support Office), Operational Cells: OCBA Cell 1 (Afghanistan, Yemen, Palestine, Syria) and OCG Cell 5 (Iraq, Lebanon, Yemen)

•             Missions: OCP Jordan (Reconstructive Surgery Hospital), OCBA Syria mission (remote) and ad hoc temporary hosted missions including OCA Gaza mission (e-response), OCB and OCP Syria mission, OCBA Palestine/Yemen, OCG Lebanon/Yemen/Iran/Iraq/Sudan, OCA Yemen

·              An intersectional Amman Mutualised Support Office (AMSO): covering HR, Administration, Facilities management and Finance, supporting OCA, OCBA and OCG teams in Amman

·              Hosted positions from different OCs and the International Office

Amman Mutualised Support Office (AMSO)

The AMSO is an intersectional unit which purpose is to support MSF teams based in Amman to fulfil their role amid the growing complexity of MSF interventions and new challenges in the Middle East and beyond.

The AMSO provides direct support in terms of HR, Administration, Facilities (Logistics, ICT, Supply, Cleaning and Upkeep of facilities) and Finance to 3 OCs (OCA, OCBA and OCG), as well as hosting entities and staff that might need to be temporarily relocated in Amman. 

The main objective of the AMSO is to enhance coherence, efficacy & efficiency, as well as adaptability and resilience to respond to growing needs and unplanned events.

The AMSO is managed by a Head of Resources (hereafter called “HoR”) who currently operates under the direct supervision of OCA Head of Bureau, while the ownership of the AMSO belongs to the 3 OCs represented by the leaders of the three OCs organised in a Steering Committee (OCBA and OCG Heads of Offices & OCA Head of Bureau, hereafter called “Heads of Offices” or “HoO”).

After two years of running, and despite big achievements in terms of policies harmonisation and streamlining procedures and tools, there is still a lot of work to do. Growing ambitions in Amman and in the region by some OCs, compounded with a destabilised region, has implied a permanent increase of volume and complexity of the work for the team: increase of 159% (37 to 96) of the number of people supported in 2 years, high turnover and hosting has become an activity in its self (AMSO has hosted almost 150 people since 2022, including from all OCs, regular and emergency Missions teams, CIMTs, etc.)

In this sense, the new temporary Project Manager (hereafter also called PM) position, will be instrumental in carrying out some of the pending initiatives to consolidate and strengthen the role of the AMSO.

SCOPE OF RESPONSIBILITIES – OBJECTIVES OF THE POSITION

Within the AMSO and under the direct supervision of the Head of Resources, the Project Manager will be supporting the different departments/units leading/supervising specific assigned dossiers. The main objective is to be instrumental in managing the change needed to consolidate the role of the AMSO, contributing to make efficiency gains on the mid-term and releasing the Head of Resources of some of his current tasks allowing him to dedicate more/sufficient time to more strategic responsibilities.

Specificities of the position

The Project Manager must be flexible and able to balance a variety of topics at once, interacting with the three HoOs from the three OCs. She/he should be a general support to the needs of the Head of Resources.

Policies/Harmonization:

•             Identifies all existing Policies, and SOPs, determines where there are remaining gaps and develops a plan to draft and implement new policies and to update old policies, with a plan for perpetually updating these with the support of the relevant department heads

•             Utilizes proper resources and uses a wide perspective to understand the needs and limitations of the policies and how they impact our staff

•             Stores and indexes the policies to allow them to be easily retrievable and shared with relevant staff as needed 

 Project management and follow up:

•             Using the PM Roadmap as a guide, leads, enters, follows, and tracks all projects to show growth and achievement of goals over time 

•             Supports each department, as needed with their own roadmaps, paying particular attention to any projects that could use the support of a PM

Planning, monitoring and team management

•             When there are needs that exceed the capacity of the AMSO team, the PM should take the opportunity to support the staff in order to move along overarching plans while the team members can continue to support the entities as needed

•             Identifies resources and supports structures that will allow for the work to be more efficient and dynamic to plan for the fluctuating needs of the office

•             Supports the HoR in a SWOT process that will help to define the needs and the structure of the AMSO office and offer solutions on how the AMSO can address those needs 

Internal communication

•             Identifies and proposes ways to improve internal communication related to the AMSO (its ways of working, roles and responsibilities, the changes etc.) with the staff based in Amman

•             Creates spaces for communication and meetings among the AMSO team and the rest of the staff

•             Creates, organizes and feeds the new SharePoint to ensure accurate and up to date employee resources

Others:

•             Supports the Head of Resources in any other tasks she/he might require

Main projects for 2025:

Data Protection Management, Identify and plan trainings for within the AMSO Office, identifies tools that can support the AMSO Office (internal, external, from other resources), Creates and induction plan and implements it, Supports with creating Hosting frameworks that address all needs as it relates to the various AMSO depts

REQUIREMENTS

Education

•             Bachelor's degree in business administration or related field

•             Bachelor/Master in an area related to project management is an asset

Experience

?             MSF Field Experience

?             Good Knowledge of policies, protocols and procedures of at least one of the areas: log, fin, ICT, admin

?             Management experience in general and project management is an important asset

Language

?             Fluency in English (written and spoken)

?             Knowledge if French and Arabic is an asset

Technical competencies

•             Capacity of analysis and synthesis

•             Planning and organization

•             Project leadership

•             Good writing English skills

•             Excellent knowledge of the Microsoft 365 tools (PowerPoint, Excel, Word) 

Personal competencies :

?             Good interpersonal skills, sense of dialogue and ability to listen

?             Team player: ability to coordinate with numerous stakeholders and partners

?             Ability to work autonomously.

?             Pro-active and solution-oriented

?             Flexible and capacity to adapt quickly under pressure

?             Ability to work in a multicultural team

Applications (curriculum vitae in English + cover letter) must be submitted no later than the 23^rd of April 2025. In the email subject line, please state the job title, PROJECT MANAGER, in English.

Only shortlisted candidates will be contacted.

MSF values diversity and is committed to creating an inclusive working environment. We welcome applications from all qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, color or ethnic and national origins, religion or belief, or sexual orientation.

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