Job Description
 

1.Scope

2.Context

About Relief International

Relief International (RI) is an international non-profit organization that partners with communities impacted by conflict, climate change and disaster to save lives, build greater resilience and promote long-term health and wellbeing.

Our team of more than 7,000 staff and local volunteers work in 15 countries across Africa, Asia, and the Middle East, providing Health and Nutrition, WASH (Water, Sanitation, and Hygiene), Education and Livelihoods programming that creates the foundation for community resilience.

We do this by working with local actors to develop safe and inclusive local programming that is evidence based, conflict sensitive, climate smart, and reaches those in need.

Relief International is an alliance of four organizations with one shared mission, comprised of Relief International, Inc., Relief International-France, Relief International-UK and Relief International-Europe, which operate under a one-team concept under a single senior leadership team.

About our Country Program

Relief International was operational in OPT starting in 2007, and after entering hibernation period in 2017, has recently reactivated its operations at the end of 2023. Relief International is currently building its response to the current and evolving situation in both Gaza and the West Bank through both a direct implementation and partnership approach. Relief International’s programming in OPT follows Relief International’s global strategy with Health as a central focus with components linked to our work in Health through the sectors of WASH, Protection, Education and Livelihoods. The context in OPT is extremely dynamic and requires focus on nexus programming that brings together both humanitarian service delivery combined with systems strengthening and longer-term programming.

3.Job Profile

The supply Chain and Admin Officer will work under the direct supervision of the Supply Chain and Operations Manager oPt, providing comprehensive support to the oPt team located in Amman. Acting as the primary point of contact for both national and international employees, the officer will be responsible for offering administrative and logistical assistance while managing their inquiries.

Key responsibilities include coordinating travel arrangements and visas for staff, overseeing office supplies, and managing office facilities, assets and stock. Additionally, the officer will oversee preparing regular reports, such as asset reports, expenses, and office budgets.

4.Key Responsibilities

Staff welcoming and onboarding:

1. Provide a warm and courteous welcome to visitors and new staff.
2. Ensure timely delivery of welcome packages and coordinate visit arrangements (Airport pick up, hotel accommodation, assigned personal assets).

Premises management:

3. Maintain a safe and clean office area, adhering to procedures and regulations.
4. Ensure proper functioning of the telecommunication and internet coverage system.
5. Oversee premises management, including general repair, security equipment, and lease contracts.
6. Supervise the cleaner to ensure proper cleanliness and orderliness.
7. Participate in the office close-out or movement to new office space, ensuring the best handover or exploring potential office space and all related setting-up arrangements.

External Coordination and Documentation:

8. Liaison: working with a government department to ensure a smooth workflow for RI and the international staff, typically involves building and maintaining relationships between RI and the respective government departments, such as but not limited to MIL, MOI Police stations…etc.
9. Follow up on hotel bookings for visitors and manage hotel contracts and extensions.
10. Manage staff Visas, work permits, and residence permits as needed, maintaining an updated tracker.
11. Act as a focal point for staff international movements and coordinate with the hubs and team in oPt.
12. Maintain and update the staff movement tracker in coordination with the safety and security team

Logistics and procurement:

13. Monitor, track, and maintain office assets, equipment, and inventory and prepare regular asset reports.
14. Handle the petty cash for urgent operational expenses; office maintenance, and service fees, and conclude closure of the petty cash align with Ops and finance guidelines.
15. Assist in office supplies procurement and support international medical procurement.
16. Maintain an updated vendor list and ensure proper archiving of documents.
17. Coordinate with the Finance team to manage advances, vendor payments, staff reimbursements, and other transactions. Ensure proper documentation, recordkeeping, and preservation of backups.
18. Prepare bank letters and facilitate the collection of necessary signatures.
19. Oversee petty cash for office needs in close coordination with the Finance department

Team Management

• Supervise a cleaner, ensuring her/ his responsibilities are met.
• Performance Evaluation: Conduct regular performance evaluations for his team, providing feedback, and identifying areas for improvement.

Behavior and Conduct

• Will ensure the highest standards of behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
• Will be a model for ethical conduct standards for other team members
• Will ensure own actions and the actions of the teams' members they manage do not impact the safety of the RI team and the vulnerable communities we serve
• Will ensure external stakeholders are aware of RI conduct and reporting mechanisms
• Report any concerns

5.Person Specification

Skills, knowledge and expertise required for the role.

Essential criteria

• Proven experience in administrative and logistics roles.
• Strong organizational and communication skills.
• Excellent interpersonal skills: including patience, diplomacy, willingness to listen and respect for colleagues and partners.
• Fluency in Arabic and English is required
• Ability to work in a fast-paced environment and handle multiple tasks efficiently.
• Proficient in Microsoft Office Suite.
• Team management and leadership abilities

Desirable criteria

• IT experience is a plus

RI Values

Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values:

• Integrity
• Adaptability
• Collaboration
• Inclusivity
• Sustainability