Operation & logistics coordinator
CARE international
Total years of experience :11 years, 10 Months
nal.
Duties & Responsibilities:
• Procurement, Logistics, Fleet and Asset Management.
- Assure adherence to established policies and procedures.
- Coordinate with Program Manager, Project Manager and CO Procurement Department to make sure the camp program's procurement needs are handled in an efficient manner; which includes regular update of procurement plan, follow-up of procurement processes and day-to-day needs.
- Coordinate with CO Procurement Department, and provide support as needed, in preparing tender documents and reviewing offers received for the camp program.
- Identify requirements and establish and maintain all logistical infrastructures for administration and operations in the camp: at base camp, in CARE’s community centers’ compounds.
- Supervise movement of all goods and equipment for CARE’s operation in the camp including coordinating with staff from other organizations to ensure efficient and timely set-up of CARE’s community centers and delivery of activities.
- Ensure all CARE premises within the camp program (base camp office, reception area, community centers and Azraq guesthouse) are properly secured, managed, equipped and maintained.
- Ensure that all equipment’s items within such premises are properly managed and maintained.
- Supervise the overall vehicle management (registration/documentation, movements, maintenance, safety/security, etc.) for the camp program and ensure the application of CARE Jordan policies and procedures.
- Supervise data analysis on vehicle use and costs, and submit a monthly report to the Project Manager, with appropriate recommendations for fleet maintenance and renewal.
- Supervise the establishment of the monthly summary of personal use of vehicle and the preparation of bills for users accordingly (with prior review and approval of the Project Manager).
• Human Recourse Management & finance management:
- Supervise the Camp Admin/HR/Finance Officer.
- Ensure all HR systems and procedures for the Camp Program are in place and followed through.
- Ensure coordination between the Camp Program team and CO HR Department & CO Finance Department on matters and issues relating to the camp program.
• Representation/Coordination
- Represent CARE in camp logistics and safety/security coordination meeting and ensure coordination with UNHCR, other camp actors, local authorities, UN/INGOs.
- Ensure CARE participation and involvement in Logistics cluster activities and coordination when there is cluster activation.
- Proactively share safety and security related information with other actors in the camp.
-
• Emergency Response / Staff Security
- Take a lead role in facilitating timely, quality administrative support function delivery in the time of emergency response.
- Guides and supports management on staff security concerns.
- Ensure security operational guidelines well established for the CO and field offices following CARE USA Security Guidelines, and all staff are aware (in coordination with the CD).
- Promote a safe and secure work environment; foster a safety and security culture; and ensure consistent application of, and compliance with, CARE Jordan safety and security policies and procedures
Sep7- 2016, Till Now
Position: Administration Officer (Azraq Camp).
Company: CARE International.
Duties & Responsibilities :
• Manage CARE properties including offices, residences and the equipment therein.
• Manage assets and inventory.
• Supervise the maintenance of an up to date inventory (electronic inventory register) for all office assets including vehicles, office and project equipment, following established procedures.
• Ensure regular and at least one physical count annually and produce the report.
• Advise management on disposal of inventory items.
• Consolidate quarterly the Country Office inventory of assets, office and project equipment, and any other asset.
• Prepare the necessary updates to the inventory for the annual insurance of CARE properties through CARE Headquarters for main office.
• Approve movement of inventory items within offices.
• Procurement Management (raises all PR through People soft system, follow all issues with procurement team & vender).
• Assure adherence to established policies and procedures.
• Assure adherence to donor regulations and local laws.
• Prepare yearly procurement plan.
• Recommend changes in local procedures.
• Meet with vendor representatives as appropriate.
• Approve purchases orders within limits of authority.
• Review purchase requests (PR) for completeness and approvals.
• Prepare and maintain procurement status report.
• Analyze quotations, and prepare summary bid analyses (SBA).
• Prepare purchase orders (PO) for approval.
• Maintain product and vendor data information.
• Negotiate with vendors, within limits of authority.
• Conduct anti-terrorism list checking for vendors (either directly, or by routing to other personnel to perform)
• Emergency Response / Staff Security.
• Organize the vehicle and transport management in an efficient and cost effective manner.
• Ensure all CARE equipment (air conditioners, copiers, fire extinguishers, generators, electric appliances, etc.) are safeguarded and maintained appropriately through regular service contracts, as appropriate.
• Negotiate, prepare and monitor the equipment maintenance contracts as well as the contracts with all service providers.
• Ensure that all lease contracts’ terms are respected.
• Advice Finance on terms and conditions of contracts relating to lease and maintenance of equipment to ensure that payments are made as agreed.
• Assist the expatriate staff in finding of adequate housing according to CARE policy and assist in installations.
• Participate in the negotiation of house contracts.
• Fulfill formalities to receive or send personal effects of expatriate staff.
• Manage all Jordanian Volunteer (interviews, recruit, distribute them over components, prepare monthly payment & report).
Preparing all the financial claim for the sessions trainers, and prepare the entire database which is collected from the work field and prepare the whole documents, attendance, food, certificates feed back and all the related issues which is connected with the training courses additional to my duties as admin coordinator which include all the office duties beginning with archiving, emailing, data entry, typing, scheduling and all the related jobs which is completed efficiently in dead line times.
• Prepare all the financial claims for the trainers of the courses.
• Dealing to prepare the entire database which is required to the specialists to give the results of research.
• Dealing with a large number of dead line tasks which is needed in a particular time.
• High Efficiency in dealing with the local community.
• Administration tasks.
• Managing all the training courses issues like attendance, food, feedback, certificates, and all the related issues of the training.
• Support the work of the SDDP Specialist and MoE supervisors in the field.
• Assist in the preparation of schedules for school visits by District and SDIP personnel.
• Organize logistics for training.
• Contribute to the problem solving processes respecting the delivery of SDIP’s services to the field.
• Keep attendance records at workshops and compile training data.
• Organize community meetings and follow up.
• Prepare for and support SDIP activities such as field visits by visiting consultants and dignitaries.
• Prepare financial claims to MoE trainers in accordance with project procedures and guidelines.
• Photocopy materials needed.
• Contribute to the effectiveness of the delivery of SDIP services to the field in collaboration with other members of SDIP staff.
• Attend SIDP meetings in order that experiences in the field are shared along with lessons learned
• Collect data form field offices, review, verify and send to Amman office. Gather and input training and PMF data into the project database.
• Collect and verify data from schools and district related to SDIP results
• Prepare evidence/data based weekly and monthly reports to SDIP and incidental reports as required
• Contribute to the strengthening of SDIP data collection practices
• Make suggestions for smooth operations of project activities
• Mainstream and model gender mainstreaming into all project work and everyday activities
• Undertake other duties as assigned, from time to time, as they relate to the above duties and responsibilities
• Manage data at the district level
• Contact with information technology companies and banks to give an idea about the JCS and try to get new members.
• Be responsible for day to day membership administration.
• Link between the members.
• Follow up the membership application, admission process, and dues payment.
• Update all the new information and database for members.
• Organize events, meetings, conferences, and workshops for members.
• Prepare & circulate monthly JCS News Letter.
• Undertake the responsibilities of preparing the contract and agreement between TV stations and distributions based on to the assigned territory in pricing, and terms agreed upon by the company officer and TV station. Issuing invoices to go along with the agreement.
• Prepare offers to TV stations & distributors about our product and follow it periodically and answer any question about the offers.