Operations Officer
Local Health System Sustainability Project led by Abt Associates
Total years of experience :9 years, 5 Months
- Prepare the official letters and follow up on the delivery of the mail, letters tracking to make sure that all the letters are accurate and up to date.
- Handle all procurement for office supplies, and coordinate and ensures compliance with company procedures for procurement and logistics activities.
- Create purchase orders on quick book based on the requests and received the goods with the specs required.
- Attending the checklist to provide all needed logistics and operations with full support to the technical team during the training port by the start of the workshop or training.
- Handle the schedules for the drivers.
- Follow up the vehicles log weekly basis.
-Day-to-day trips follow up based on the requests.
- Handle the petty cash.
-Prepare Travel Expense Reports and process Personal Vehicle Use requests, and follow up with the finance department to make sure the payments were processed.
Track and update leave, sick-days and absences.
Handle petty cash expenditures with reporting to the senior finance & operations assistant.
Support business travel for all Business Leaders by booking flights, transport and accommodation in accordance with the Travel Policy and with the support of the external Travel Agent where needed.
Plan meetings, book meeting rooms, lunch and provide timely agenda’s, and prepare minutes during meetings when so requested.
Prepare presentation material when requested (PowerPoint among others);
Develop and maintain a phonebook, both in hard copy and electronically, with contact information for all frequent business partners in Jordan and elsewhere. Respond to staff requests for contact information.
Supervise the office boy's functions.
Supervise the work of the driver and organize a driver’s schedule.
Handle the phone bill.
Manage stationary requirements and orders providing the service office
Handle the Internship payment with the senior finance & operations assistant.
Handling the summary meeting with the DCOP.
Preparation all the income and outcome correspondence both Arabic and English.
Help with new-hire procedures: including organizing employee orientation, creating new employee files, administering employee handbooks and ensuring all necessary paperwork is properly filled out and submitted to appropriate persons.
Handling the procurement under 1000$.
Estimating and establishing cost parameters and budgets for purchases.
Maintain accurate records of purchases and pricing.
Create and maintain good relationships with vendors/suppliers.
Making professional decisions in a fast-paced environment.
Maintain records of purchases, pricing, and other important data.
Review and analyze all vendors/suppliers, supply, and price options.
Develops plans for purchasing equipment, services, and supplies.
Negotiate the best deal for pricing and supply contracts.
Ensure that the products and supplies are of high quality.
Create and maintain an inventory of all incoming and current supplies.
Maintain and update the list of suppliers and their qualifications, delivery times, and potential future development.
Working with team members and Procurement Manager to complete duties as needed.
>Compose routine correspondence from supervisors to project parties and counterparts.
>Develop and maintain a comprehensive project phone-books, both in hard-copy and electronically, with contact information for all frequent business partners in Jordan and elsewhere.
> Respond to staff requests for contact information.
>Responsible for the correspondence system: All incoming and outgoing official letters, faxes and internal.
>Maintain records of all correspondences (incoming and outgoing) by reference, date with an index by the name of the sender, the topic and the recipients.
>Send and receive fax messages.
>Ensure that all incoming correspondences are delivered promptly to the appropriate person(s).
>Ensure that all outgoing correspondences are delivered promptly to the appropriate person(s).
>Type correspondence and other documents in both Arabic and English at the request of staff and in coordination with the supervisor. Prepare tables, graphs or other materials per staff requests.
>Respond to requests for basic word-processing.
>Manage the weekly project pouch and coordinate shipments of technical documents to the field offices by courier services.
>Ensure and maintain the equipment room is functional and operational.
>Coordinate the photocopying, preparing/collating/distributing and preparation of workshop materials.
>Assist in coordinating and organizing all events reservations.
>Coordinate and follow up newspaper ads (for recruitment, etc).
>Handle petty cash expenditures with reporting to the senior finance & operations assistant.
>Organizing interviews and tests.
>Assist in handling all the travel (local and international) and field trip reservations.
>Supervise the work of the driver and organize driver’s schedule.
>Perform any other duties as needed.
>Handle on boarding of new employees.
>Responsible of staff insurance, keeping records of their sick leaves and vacations.
>Contact candidates, recruitment agents and new employee.
>Conduct initial orientation to newly hired employees.
- Reinforce lessons presented by teachers by reviewing material with students one-on-one or in small groups.
- Enforce school and class rules to help teach students proper behavior.
- Help teachers with record-keeping, such as tracking attendance and calculating grades.
- Help teachers prepare for lessons by getting materials ready or setting up equipment, such as computers.