Office Manager - Futures Group - Jordan

Description

The Health Policy Project (HPP), implemented by Futures Group International and its partners and funded by USAID, is a five-year project which has a primary emphasis on supporting national-level awareness raising, resource mobilization, and policy reform to improve quality and expand access to Family Planning/Reproductive Health (FP/RH) services in Jordan.

HPP is seeking to hire a full time Jordanian Office Manager to work under the supervision of the Country Director on the project administrative work, procurement and contracts, financials and operations duties.

The duties include but are not limited to:

Administrative:

• Assist in preparing for workshops, including correspondence with hotels and participants, arranging the venue and logistics, getting quotes, BID analysis and others.
• Arrange appointments/meetings, maintain the calendar, receive visitors, and answer queries
• Make travel and logistical arrangement.
• Type and translate correspondence, documents, and reports in both Arabic and English.
• Maintain and organize the files and filing systems both on the computer and in hard copy.
• Prepare tabulations, data files, and other reports required by HPP senior staff and consultants.
• Provide assistance to the implementation of HPP Jordan technical activities.

Procurement and Contracts Management:

• Ensure compliance with local government laws, donor regulations and Futures Group procurement procedures.
• Explore market and collect price quotations from suppliers and vendors.
• Collect necessary documents and information to process purchase orders, consultant agreements, letter agreements, subcontract/agreements and/or sub-grants.
• Keep up-to-date database, documentation of information and deliverables in the files of each consultant, contract/agreement, letter agreement, vendor and others.
• Receive invoices and documents and for process payment in a timely manner.

Financial:

• Prepare and timely submit financial documents, biweekly field vouchers, and others.
• Coordinate payments to suppliers, vendors and consultants. 
• Manage and take accountability of field office petty cash and track cash advance, forecast cash flow and keep accounting records.
• Review travel and program expense reports and supporting documents.

Operations and Office Management:

• Oversee inventory management of office equipment (including computers, printers), publications and supplies.
• Ensure that HR files are up to date and keep track of benefits and leave records.
• Maintain records of payments for rent, service and utility contracts of the office.

Conduct any other duties and tasks as assigned by the Country Director.

Qualifications

• University degree or certificate in office administration, secretarial training or equivalent of relevant experience.
• Five years of experience providing administrative, finance, operational and logistical support.
• Experience with USAID projects and USAID rules and regulations is highly desired.
• Proficient computer skills (MS Word, MS Excel, MS outlook, PowerPoint, Internet).
• Excellent oral and written communication skill in Arabic and English.
• Excellent communications skills and time management.
• Effective planning and organization skills.

All applications for this position should be submitted online at www.futuresgroup.com via the Careers page no later than September 30^th, 2012, 4:00 pm Jordan time.