Job Purpose
The senior Operation Support Officer is responsible for supporting REACH projects and providing the REACH team with financial follow-up, assets, equipment and human resources support. Liaison between REACH project/field teams and the relevant supporting team (finance, logistics, administration). Support information flow between REACH missions and the supporting teams of ACTED. Also, the SR Operation support officer should be up to date with ACTED finance, HR, logistics, and security procedures and ensure they are applied as relevant to the projects and activities of REACH.
Duties and Responsibilities
The Sr. Operations Support Officer is responsible for completing the following tasks:
Finance:
1. Check, manage and Follow up on REACH projects’ BFU on monthly basis to ensure spending and financial allocations are matching allocation tables.
2. Mapping staff and resources to allocate donor funding, through Allocation table, Timesheets and Running Cost table.
3. Supporting REACH management by giving them the financial situation for the projects and highlighting the spending status and solutions if needed.
4. Lead on budget proposals with REACH management, and participate in budget-related meetings to be able to work closely with all program teams in any new proposal development and ensure that at all time, primarily budgets are presented with the internal format before they are converted to the donor format and in line with ACTED guidelines.
5. Preparing and following up with REACH teams in the bases on program spending plans and financial tracking system in monthly basis.
6. Closing the final expenditure report and ensuring its adherence to the project plan before sharing it with HQ for final reporting.
7. Following up with any task as requested by Operation Support management.
Logistics:
8. Supporting REACH Country Coordinator, Program team, Field staff and coordinators and other REACH staff with the planning of equipment needs vs available fund under REACH projects.
9. Being aware of ACTED procurement guidelines and lead in times for procurement, and ensuring they are applied.
10. Liaising with logistics teams in Amman or the bases regarding the tracking and management of REACH stock and assets as well as the timeline of procurement under REACH projects. This could include smart phones, laptops, printers, GIS equipment, cars.
11. Confirm and follow up on the general REACH stock of equipment and materials and point the needs of any on monthly bases.
Administration:
12. Supporting REACH recruitment by planning staff needs with REACH project focal points VS available fund, placing requests and following up their progress.
13. Keeping up to date with any new HR policies and communicating them to the different project teams via Officers or (Senior) Field Coordinators.
Security:
14. Keeping up to date with security policies, evacuation plans and ensuring project staff are informed.
Other:
15. Maintain close contact between field/project teams to be informed of developments in project activities which may require FLATS support, and following up as needed with logistics, administration and finance teams.
16. Ensure that operational activities are executed within allocated budget and time line.
17. Any other duties as required to support the running of REACH activities from REACH Operation Support SR Manager.
Key Performance Indicators
Example, the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targets
To be up to date with the overall financial situation for REACH mission (aware of overall spending, projects reporting dates, projects financial documents statues…etc)
QUALIFICATIONS
*Acted's proposed monthly salary: 1405 JOD's
“ We go the last mile. Founded in Afghanistan, against the backdrop of a forgotten crisis, Acted’s mission is to save lives and support people in meeting their needs in hard-to-reach areas. Millions of vulnerable people around the world need humanitarian assistance today, and hundreds of millions will need it tomorrow, in the face of the growing threat of climate change. We believe that our assistance must be conceptualised and delivered within the framework of people’s natural environments, and the territories on which they depend. Therefore, Acted pursues a triple mandate as a humanitarian, environmental and development aid actor, contributing to the relief, stabilisation, and recovery of crisis-affected people in fragile areas. This vision is guided by the motto “Think Local – Act Global” - reflecting the need to rely on a deep understanding of local territories and contexts to develop and implement actions based on local knowledge, structures and capacities. This local thinking contributes to a global response - running through all Acted programming and operations - as we work together towards the building of a 3ZERO world: a world with Zero Exclusion, Zero Carbon, and Zero Poverty”