Human Resources and Operation Assistant
Chemonics Int. – USAID Recycling in Jordan Activity
Total years of experience :14 years, 4 Months
Manage a complete and thorough inventory of all property of the JRA project.
Manage the Procurement process from PAR to Payment.
Manage maintenance of personnel files (complete and accurate).
Assists the Procurement and Operations Manager with tracking local insurance contracts (health, personal accident, and property).
Assists with overseas and domestic travel arrangements, clearances and hotel reservations for all short-term consultants traveling to the field, and local staff traveling to conduct site visits or to regional offices.
Ensures that the photocopier and other office equipment is well maintained, operating properly and ensures adequate supply of consumables. Ensures that vendors are honoring maintenance contract terms.
Establish and maintain appropriate filing systems for office correspondence; receive and dispatch mail.
Ensure that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.
Provides support towards implementing training events, as needed.
Assists in the provision of rapid, efficient, and effective coordination on any emergency employee situation as may arise and injuries to employees during working hours.
1. Handled the recruitment process starting from the creation of job descriptions, vacancy announcements, shortlisting, conducting interviews for mid to lower positions, reference checking, job offering, verifying required documentation, employment contracting, ending with handling new hired orientations.
2. Managed personnel files (both hard & soft copies) in complete and compliant with Chemonics policy, Jordanian labor laws and the USAID regulations.
3. Maintained accurate timesheet records and ensured all timesheets are submitted on time with correct leave approvals.
4. Following up on annual assessment process and ensured procedures are communicated and followed.
5. Ensuring the long- and short-term employment agreement (EA) templates are up to date, regularly reviewed by the HR Manager in coordination with other Chemonics projects in Jordan and local legal counsel; communicate changes when applicable.
6. Manage all the trackers related to upcoming assessment, recruitment, personnel files, leave tracker, and all other personnel stuff.
1. Processed, verified, and maintained documentation relating to personnel activities such as staffing, recruitment, training, grievances and performance evaluations.
2. Followed up employee’s annual and sick leaves, and to make sure all supporting documents are submitted.
3. Scheduled Interviews by coordinating appointments for all new posted vacancy.
4. Conducted orientations for all new employees.
5. Assisted in checking all staff timesheets on monthly bases.
6. Assisted in preparing official letters (employee certificate, experience letters, employee change status form, authorization of hiring. etc.) and any other documents requested from supervisor.
7. Continuously updated lists of employees, service contracts, interns and any other type of contracts IRD may sign.
8. Provided support with all vetting systems, i.e.: PVS, local concurrence, SPOT, BIS lists, etc.
9. Prepared Purchase Request Form (PRF) upon request.
1. Provided support with all vetting systems from A to Z, PVS, local concurrence, SPOT, BIS lists, etc.
2. Maintained a documentation system with up-to-date information for all SES II Program units.
3. Assisted with the Grants making process and maintained Grants tracker.
4. Scheduled internal and external meetings and maintained meeting schedules.
5. Processed expense reports, invoices and requests for payment.
6. Maintained a working filing system for the technical units' files, including information on all consultants, training.
7. Managed a database of all program deliverables and USAID approvals.
8. Provided administrative support in daily tasks related to the overall functioning of the technical units as required.
9. Handling Petty cash.
1. Provides support with all vetting systems, i.e.: PVS, local concurrence, SPOT, BIS lists, etc.
2. Maintain a documentation system with up to date information for all SES II Program units.
3. Assists in the preparation of reports and dissemination of information;
4. Assist with the Grants making process and maintain Grants tracker.
5. Provides administrative support in daily tasks related to the overall functioning of the technical units as required;
6. Schedules internal and external meetings and maintains meeting schedule;
7. Processes expense reports, invoices and requests for payment;
8. Maintains a working filing system for the technical units files, including information on all consultants, training;
9. Manages a database of all program deliverables and USAID approvals;
10. Contributes to all team efforts by accomplishing related results as needed;
11. Handling Petty Cash.
1. Maintained a proper filing and ensured that all required supporting documents for all transactions are in compliance with both DAI (internal) and USAID contract rules and regulations.
2. Greeted visitors and callers, handle their inquiries and direct them to the appropriate persons according to their needs.
3. Updated project information in the project’s administrative management information system.
4. Prepared BPAs and PRFs using the WFD system.
5. Transportation and vehicles management.
6. Arranged travel, accommodation and hotel reservations for office personnel.
7. Maintained and monitored inventory lists up-to-date using the WFD systems.
8. Ensured the proper labeling material and equipment.
9. Scheduled all job interviews.
10. Helped with preparing agreements.
Accomplishments:
I have successfully created a Blanket Purchase Agreement for stationary items that was adopted on the official system of the project and was considered as an excellent example that all systems should follow in the headquarters at Washington D.C.
1. Provided administrative and logistical support to the Jordan USAID MESP project, and tracked petty cash expenses.
2. Organized and filed all information and supporting documents pertaining to the implementation of the Jordan
USAID MESP project.
3. Reviewed landline and mobile bills for accuracy and charge staff.
4. Handled and kept inventory of material and goods according to MESP project, Maintained and monitored
inventory lists up to date using the MESP systems, Ensured the proper labeling material and equipment.
5. Ensured the correct storage and rotation of stocks, as well as proper structural maintenance for items and tools
in view of maintaining all stocks in good condition.
6. Transport and vehicle management.
7. Coordinated conferences and meetings and arrange both in-house and external events;
8. Maintained supplies and ensure that sufficient office supplies are available at all times.
9. Ensured maintenance of office facilities and equipment as required.
10. Helped to processing of work permits, visas and residence permits for expat staff.
As part of the Al Aman Fund I was responsible for managing the reception area, and dealing with telephone calls,
receiving and directing visitors, filing, as well as help in overcoming the work of management and department
coordinators, schedule and organize interviews with the manager or other staff.
1. Prepared purchase orders based on the vendor offers, analysis the offers, make sure all the materials that
delivered are as the purchase order description.
2. Followed-up maintenance contracts between the company and the maintenance companies that maintain the
systems and equipment Companies.
3. Followed-up failures and try to repair the network and find solutions, and then follow-up with IT Department.
4. Implement and maintain a filing system for all administration as well as Logistical documents according to
procedures (hard and soft copies).
5. Inventory management and inventory of affected assets (assets and office supplies) and follow up on cases
with asset management and financial department.
6. Handled and kept inventory of material and goods according to the system, maintained and monitored
inventory lists up to date using excel sheet, ensured the proper labeling material and equipment, prepared and
handled handing-over of equipment/material to the partner according the regulations.
7. Transportation and vehicles management check up with the drivers on their schedule.
8. Assured appropriate quality for all staff files and kept them up to date at all time.
9. Scheduled all job interviews.
10. Tracked all files, leases and contracts with relevant authorities, landlords, vendors and suppliers.
11. Monitored paid and unpaid vacations, leaves for staff, overtime, on a monthly basis and entered correct information of staff in system for monthly payment.
12. Followed-up work hours for employees per month, as well as the introduction of vacation, calculated on the Excel software and inform the employees about their annual vacation's entitlement.
13. Collected attendance records from department managers and noting any absences, collected overtime forms, checked their validity, and entered the various data on system.
14. Helped finance team: filing, entered the receipt from the donations campaign into the finance systems, delivered Checks to the vendors, got offers for the materials.
15. Followed-up of active and graduated students, kept their files and their information updated on the system, as well as coordinated with them to prepare for the training courses.
Accomplishments:
I created a total new system for inventory that included all items classified according to place and person.
Responsible for providing secretarial and administrative support, and participation in the coordination and implementation of office procedures, and is also responsible for maintaining and updating the website and internal databases to the skill of the company.
Management Information Systems
Tawjihi Dergree
