مطلوب موظف اداري بدوام كامل للعمل لدى منظمة المانية في الاردن

The “Social Participation and Community Engagement by Youth” in Jordan is seeking for an “Administration Officer” - on full-time base employment.

Interested candidates are kindly requested to an application/motivation letter in English language and CVs – application/motivation letters are Mandatory

A. Required qualifications, competences and experience

Formal Education University Degree in Business Administration or similar relevant field. Professional Experience  At least 5 years professional experience in a comparable position Experience in preparation of purchase orders and service contracts and invoice follow up Experience in handling payments, cashbook Experience in administration work in similar field or development organizations Experience in event management Understanding of IT guidelines Other knowledge, additional competences Excellent English and Arabic language knowledge, writing and communicating Eye for details and capability of monitoring lists, and documentation of processes Broad experience of administration Experience and ability to cope with dynamic situation of cooperation system in development field Experience and ability to deal with unexpected challenges Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office). B. Responsibilities:

The position holder is responsible for:

Ensuring that financial and administrative regulations are complied with Smooth functioning of financial administration, such as cash withdrawal, keeping the cashbook, bankbook, bank account, preparing and verifying vouchers in line with GIZ standard procedures Performs office administration services for the project; meeting the administrative needs of the project independently. Monitoring and following up of vehicle logbook according to GIZ rules Monitoring and following up the project car insurance, license and maintenance, etc. Organizing of meeting and events.  Keeping the inventory list using GIZ programs and systems Procurement of Goods up to certain limit in accordance with GIZ/CPS rules and regulations Procurement of services up to certain limit in accordance with GIZ/CPS rules and regulations Support in following up on the project’s contracts- and procurement requests for payments, by assuring an effective communication with the GIZ country office administration Supporting the project in IT security and data protection according to GIZ rules and regulations Preparation, handling and closing of contracts, especially local subsidy contracts with local youth organizations Handle Travel management / transport in line with GIZ regulations Deputise and support other colleagues working in administration & procurement in the education cluster Coordination and support staff at the cluster office (Driver, etc…)

In this context, the position holder fulfils the following tasks:

C. Tasks

1. Administration 

The position holder

• organises administration and logistical aspects of project activities (meetings, workshops, procurements, flight reservation, Information trips, etc.)
• conducts regular secretarial duties (English/Arabic typing, relevant correspondence in Arabic and English, translation when needed, receiving visitors and answering queries on project related issues

• monitors the availability of consumables and stocks
• files documents in manual files and in DMS in line with GIZ’s filing rules and regulations
• manages confidential files, specifically in the areas of finance
• participates in meetings and workshops and assists in the documentation when requested
• prepares and organises internal meetings
• Maintaining contacts database

2. Finance and Accounting

The position holder

• monitors the project budget based on SAP data

• prepares and handles bank payments according to GIZ Rules and Regulations
• prepares and handles cash payments according to GIZ Rules and Regulations
• monitors cashboxes and safe contents and keeps updated lists
• monitoring bank account operations, and regular bank reconciliation
• prepares project vouchers according to GIZ Rules and regulation and internal control manual using the GIZ standard Winpaccs bank and cash systems, revises the classification and completeness of all vouchers/receipts
• arranges for regular project bookkeeping sessions with the finance department at GIZ Office Amman
• prepares for Internal Control sessions conducted by GIZ Office Amman and GIZ HQ Audit Unit.
• follows up recommendations of Internal Control reports (Checklist A and C) and monthly error sheets produced by the GIZ Office
• handles payments for office utilities and supplies
• handles project inventory list using GIZ system - Onsite Assets system
• maintains related C filing for Financial Section and keeps information confidential considering PuR and internal control manual
• Maintains good relationships with partner organizations and supports them in financial settlement issues in order to meet GIZ standards

3. Procurement of Goods and Services

• procurement of Goods up to EUR 2500 in accordance with the GIZ Rules and Regulations
• procurement of services including local Consultants contracts up to EUR 2500 in accordance with the GIZ Rules and Regulations
• assisting in following up the local consultant contracts (over Euro 2500) deliverables and preparation for payment via GIZ Office
• Supports to prepare the documentation required for contracting international consultants and related competitive bidding procedures
• filing for Procurement of Goods and Services manually and electronically according to the GIZ Rules and Regulations
• assisting in following up the procurements (over Euro 2500) and preparation for payment via GIZ Office

4. Other duties/additional tasks

The administrative professional

• performs other duties and tasks at the request of management
• Immediately reports all problems involving finance and regulations to the direct responsible undertakes further job training related to \her position and duties
• regularly checks the changes in GIZ PuR in relation to field of work
• assists technical staff in project implementation in Jordan
• assists and support the PR and communication work in the project

GIZ is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities. Remuneration will be in accordance with the candidate's qualification, experience, as well as the scope of responsibility of the job announced and in line with local standards.

Please be advised that GIZ will respond back only to the candidates that are shortlisted and interviewed in person.

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