Regional Office Administrator
الوصف ومتطلبات الوظيفة:
JOB SUMMARY:
The Regional Office Administrator is responsible for handling administration and management support for the MENA RMU with particular emphasis on procurement, logistics, finance and fleet management. This responsibility includes the following major tasks. S/he supervises the administration staff in the RMU and ensures effective coordination between the program support functions and the regional team (management, program, technical support). S/he will create and maintain systems for records management, document management, communications, correspondence tracking, manage administrative issues and requests (i.e. procurement, travel, visa, work permits, office and residential rents…etc), create and design internal administrative procedures for the MENA RMU. S/he is responsible for all MENA RMU office administrative functions in correspondence in English and Arabic languages both internally and externally with various counterparts of the MENA RMU such as COs, HQ, Governments and CI members. Also, the logistics, visas, work permits and other support arrangements required for meetings, conferences and training events hosted by the RMU, as well as travel and lodging arrangements for MENA RMU staff, visitors and consultants. S/he will create and maintain a consultant’s database and records, consultants’ contact and contracts with the RMU and ensure that RMU staff follows proper procedures when contracting consultants and/or staff. S/he works as the primary liaison with CARE Syria for issues that are managed / overseen by CARE Syria, between the RMU and all Country Offices in the region and CI Secretariat.
Finally, working along the MENA team towards development of MENA RMU policies and procedures and overseeing utilization of facilities and equipment.
RESPONSIBILITIES AND TASKS:
Job Responsibility #1: Supervise RMU administration staff and ensuring that the RMU management conforms to CARE’s and donors’ requirements
- Supervise and support RMU admin staff
- Oversee all RMU administrative related program support management to ensure timeliness and quality of support services
- Ensure all RMU staff have the appropriate guidelines and are well oriented to ensure implementation of policies and procedures
- Carry out Spot-Check procedures to ensure availability and accuracy of the information in the system, e.g. procurement files, petty cash, property
- Prepare and monitor the implementation of the unit plans designed to support effective administrative service delivery
- Maintain key admin relationships with: COs, Vendors, Service Providers, Consultants and any other working relationships
Job Responsibility #2: Handling Administration and Management Support for the MENA RMU.
- Procurement for any material or supplies; including air tickets requested by the RMU; this includes coordination with CARE Syria procurement department in collecting offers from identified vendors, processing the summary of bid analysis according to CARE Syria Procurement policies and procedures, selecting vendor and receive goods.
- Create and maintain a consultant’s database for the RMU; to facilitate easy retrieval of information.
- Work with CARE Syria procurement department in preparing contracts for all consultants / landlords that are contracted for MENA RMU
- Be able to professionally translate correspondence, agreements, reports, training materials, etc., from Arabic to English and vice versa.
- Coordinate with the MENA RMU staff to draft, maintain and distribute an updated calendar showing the MENA RMU staff travel and leave plans, meetings, and events.
- Create and manage a centralized computerized address book (Outlook) of MENA contacts, clients, counterparts, consultants and partners.
- Create and manage records for the RMU personnel that allow easy access to information.
- Process requests for due payments for all outside agencies and suppliers, collect supporting documents and follow-up to make sure that the payments are on track.
- Prepare draft letters and reports as requested. Receive and relay messages for MENA staff and requests from Country Office staff and others and follow-up on actions needed.
- Handle materials in the out-trays of MENA; take necessary action or forward material to the right person to take action.
- Management of MENA Office and international staff accommodation including temporary and permanent residence arrangements. This includes regular, routine site visits to check that maintenance, safety and security provisions have been attended to by other designated staff and to systematically and proactively follow-up with relevant staff as required.
- Systematic maintenance and stock replenishment of RMU office supplies.
Job Responsibility #3: Create, organize and maintain accurate and updated electronic/digital library and subject files for MENA correspondence and documents (soft and hard copies) ensuring adherence to CARE filing system and index.
- Establish and maintain an updated electronic/digital library of MENA correspondence and documents. Develop index for the library and share it with MENA staff.
- Establish and maintain computerized records to register all incoming and outgoing correspondence, for easy search and retrieval of any needed documents.
- Ensure that all incoming and outgoing MENA correspondence has appropriate file numbers in accordance with the established filing index.
- Process and circulate all MENA incoming and outgoing mail.
- Provide an updated MENA filing index to MENA staff on regular and frequent basis.
- Organize and maintain MENA resource library for books and reference materials, keeping a computerized index of available resources.
Job Responsibility #4: Responsible for the execution of central training workshops and planning meetings/Regional conference for MENA RMU Regional Events.
- Coordinate the planning and implementation of central MENA staff training workshops and program planning meetings.
- Logistics required for training events including bid analysis of venues, establish agreements with selected venues, and ensures customer satisfaction of venues and logistical support requirements.
- Prepare and arrange needed materials for MENA workshops and meetings. Rent/reserve necessary equipment for such events.
- Attend RMU planning meetings and training workshops to take minutes and record output information and decisions.
- Distribute finalized workshop reports and meeting minutes and associated materials to relevant MENA staff and counterparts in a timely manner (to be coordinated with responsible meeting planner).
- Maintain updated contact lists of MENA Region and MENA Strategy Implementation Team.
Job Responsibility #5: Cooperate with the development of the MENA RMU policies and procedures.
- Act as MENA RMU liaison or contact person with country offices, CI Secretariat and other counterparts.
- Collect and combine data for various reports.
- Initiate actions to implement and facilitate the MENA RMU procedures.
- Act as an Executive Assistant for the Regional Director (RD); prepare necessary arrangements and logistics for the RD’s meetings, attend such meetings to take minutes; edit and distribute minutes. She / He is charged with coordinating and managing the activities of the Regional Director. These activities include preparing written and verbal communications; coordinating meetings, calendar and travel arrangements; drafting correspondence, reports and summaries as requested by the RD.
Job Responsibility #6. Perform other duties assigned by the supervisor
QUALIFICATIONS
A. Education / Training
Required: University Degree in relevant area. Preference will be given to graduates from faculties of Commerce, Education, Arts, and Languages, and with training in secretarial/administrative skills.
B. Experience Required:
Desired: Five years’ experience in a similar position and in multi culture working environment
C. Skills Required
1) Candidate should have strong organization skills.
2) Strong communication/interpersonal skills
3) Independent self-starter
4) Proactive, with a desire to learn and grow professionally
5) Ability to work as part of a team
6) Professionalism, Trust, Integrity, Commitment
7) Commitment to gender equity and diversity
8) Follow through on commitments for on-time and high quality results
9) Able to operate successfully to achieve results in a busy working environment with multiple requests.
10) Able to anticipate requirements, problems and have a plan to overcome them.
11) Very good command of English Language (spoken/written), and translation ability (from Arabic to English and vice versa).
12) Computer skills (Spread sheets, Word processing, Database, Graphics).
D. Autonmy:
Ability to work and communicate professionally, effectively and proactively with MENA staff (professionals from various cultures and backgrounds), CARE Syria and CARE Jordan staff at all levels.
Negotiate accommodation and lodging with hotels and other venues.
Maintain good relation with travel agents and other vendors.
Communicate with MENA region country offices, CUSA HQ, CMPs, and CI secretariat.
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