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International Rescue Committee
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Shared Services Coordinator

Job Description and Requirements

Job Overview/Summary:

 

The Shared Services Coordinator (SSC) is responsible for ensuring efficient and effective delivery of Administration, IT, Travel and Transport support functions by the Middle East Shared Services Unit (SSU) based in Amman, Jordan. The SSU provides support to the IRC entities based in Amman; these include the IRC Jordan Country Program, the IRC Syria Country Program, the Middle East Regional Office, the Ahlan Simsim Project, the Airbel Innovation Hub, and the Director of International Safety and Security. The SSC acts as the primary focal person for all shared support services and leads the SSU team to ensure stakeholder satisfaction by demonstrating service-oriented practices.

 

Responsibilities:

 

SSU Organization:

  • Develop administrative and support service policies, procedures and guidelines; make recommendations on policy and procedural change; revise policy and procedures as necessary in consultation with senior management and other relevant stakeholders.
  • Optimize support function workflows by studying processes, analyzing operating practices and developing streamlined procedures for support service requests and mandatory reporting; redesign systems as required and recommend redeployment of designated resources.
  • Maintain continuity of work operations by documenting and communicating necessary actions to senior management; determine continuing needs; highlight any irregularities; research and develop new services; set priorities for the unit.
  • Resolve administrative and support service problems by analyzing information; identify and communicate solutions.
  • Directly manage assigned support service staff; motivate a customer-service orientation; discuss expectations; set performance objectives; identify skills gaps; facilitate learning opportunities; provide coaching.

 

Budgeting and Financial Management

  • Ensure timely processing of all administrative payments; work with the Finance Department to compile and process invoices related to operations expenditures and ensure that charges are booked to relevant departments.
  • Work with Regional and Country Program Finance teams to devise shared cost allocations and financial processes to enable accurate charging of costs; provide inputs required for revisions to shared cost allocations.
  • Manage shared budget allocations for rent, utilities, insurance, communications and communal office supplies; ensure compliance with IRC and donor regulations, policies and procedures; analyze costs to maximize efficiencies; plan spending in order maximize funds available.
  • Consolidate monthly cash forecasting for administration and operational needs; submit to the Finance department
  • Review and approve all petty cash payments related to shared support services unit in accordance with IRC’s cash policies.

 

Liaison and Governmental Relations

  • Act as the focal point for liaison with IRC’s law firm, referring legal matters as appropriate to Country Directors and Regional HR Director for action and decisions.
  • Ensure applications and documents submitted to Government Departments and Ministries are followed up in a timely manner.
  • Accountable for ensuring that agency registration, governmental registrations, insurance and permits are in place for all facilities and vehicles.
  • Accountable for ensuring that visas, residencies and work permits for all IRC staff and visitors are followed up and renewed on time

 

Administrative Services

  • Oversee administrative support services.
  • Ensure that events (conferences, meetings and workshops) are well organized and executed – with quality improvement systems in place that respond to user feedback.
  • Utilize Master Purchase Agreements (MPAs) and Master Service Agreements (MSAs) established by supply chain to order goods and services for administrative needs.
  • Ensure that a well-managed inventory control and distribution system is in place for communal office supplies, stationery and other admin consumables; analyze consumption and adjust the systems avoid waste and losses.

Facilities Management

  • Oversee facilities management services to ensure fully equipped, fully operational and highly maintained offices and guesthouses.
  • Regularly review adequacy of space requirements; identify appropriate office space and facilitate housing for staff and short-term visitors; negotiate rental agreements, terms and conditions; manage landlord relations.
  • Track and manage all lease agreements for facilities rented in Amman including contract renewal and contract terms and conditions; supervise the preparation of rental contracts.

 

Visitor Services and Guest Assistance

  • Establish a Visitor Welcome Service; ensure pre-arrival information is sent, logistical arrangements are made (transport, accommodation), visas and necessary permits are obtained and support is extended on arrival.
  • Coordinate visits for high level visitors; logistical arrangements, trip agendas, meetings and in-country travel.

 

Travel and Transportation Services

  • Ensure efficient and effective mechanisms for travel coordination are in place including airport pick-up and drop off services.
  • Use IRC’s contracted travel service providers to ensure that flight tickets are booked for staff
  • Oversee the coordination and management of pooled vehicle services in Amman; fleet management; vehicle planning, scheduling and tracking; movement requests; equipment and spare parts; monthly reporting and drivers, and fuel consumption.

 

Information Technology

  • Work in collaboration with the Regional ICT Coordinator to oversee the IT function throughout Jordan; ensures adequate resourcing for IT requirements including staffing and budgets.
  • Accountable for ensuring that required IT infrastructure is in place and configured; maintenance, repairs and security systems are in place and functioning optimally; user support and training is provided and local supply chain for IT requirements has been sourced.

 

Professional Standards

  • Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
  • Leads with commitment, integrity and accountability to the “IRC Way – Global Standards for Professional Conduct”.

The IRC and IRC workers must adhere to the values and principles outlined in The IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

 

Key Working Relationships:

 

Position Reports to:  IRC Jordan Deputy Director, Finance and Administration

Position directly supervises:  Administration Manager, IT Sr Manager and Transport Officer

Other Internal and/or external contacts:

Internal: Finance and Supply Chain teams, Regional ICT Coordinator, Regional Finance Director, Regional HR Director, Amman-based users of shared services

External: Government representatives, legal representative, contracted vendors and service providers

 

Job Requirements:

  • Degree in Business Management, Logistics or equivalent
  • At least 5 years’ experience in a similar position preferably with an INGO or multi-sector relief or development project
  • Demonstrated experience of delivering high quality administration, facility and event management and logistical services.
  • Strong organizational skills, ability to coordinate and manage a diverse array of responsibilities
  • Ability to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requests.
  • Flexibility. Proven team player with ability to cultivate and maintain good working relationships with colleagues and other organizations.
  • Ability to handle sensitive situations diplomatically with strong interpersonal and communication skills.
  • Demonstrated experience in mentoring/ capacity building of staff and commitment to staff training and development.
  • Strong leadership qualities and willingness to exercise initiative. Ability to set an example of leadership for staff in adhering to IRC management policies.

 

Languages Required/Preferred: 

  • Fluency in spoken and written English is essential
  • Fluency in Arabic is essential.

 

Computer/Other Requirements:

  • Full professional competency in Microsoft Office Suite, especially Word, Excel, PowerPoint. 

 

Gender Equality

IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

 

Attention Returning National Candidates

IRC strives to attract, motivate and retain qualified national staff in our programs. We strongly encourage national or returning national candidates to apply for this position. If you are a national of the country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply.

 

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, gender, color, national origin, religion, gender orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.