Operations Manager – GOAL Syria in Amman

General Description of the Programme:

GOAL an International Humanitarian Organisation has had a presence in Turkey since 2013 and has been contributing to the migrant response since 2016 with a focus on responding to needs in health service delivery, social safety nets and the protection of vulnerable and marginalised migrants in southern Turkey.

GOAL has been working in Syria since 2013, responding to the acute needs of conflict-affected communities. GOAL is working in Idleb Governate, both through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, and provision of Water, Sanitation and Hygiene (WASH) through support to Water units, as well as emergency support to recently displaced households.

GOAL has been working in North Aleppo Governate since 2019, through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, as well as emergency support for recently displaced household.

GOAL has two projects (ECHO funded LINK and PRM funded GREEN) in Turkey, LINK program targets refugees from nomadic / semi-nomadic backgrounds and those engaged in seasonal agricultural labor. LINK has been designed to address and mitigate protection concerns of the vulnerable / marginalized refugees through provision of critical information and raising their awareness on their rights, obligations and services available in Turkey, by sensitization/advocacy (targeting key stakeholders and service providers, etc.) activities, and Individual Protection Assistance (IPA) services to enable highly vulnerable refugees to access to basic, social and protective services available under the provisions of Temporary and International Protection regulations in Turkey. On the other hand, Green program aims to improve socioeconomic inclusion, resilience and self-sufficiency of highly vulnerable/excluded women and girls from host and refugee communities (Syrians as well as those living in program locations under the international protection regulation) including nomadic communities and seasonal agriculture workers from both communities through integrated and market driven livelihood opportunities and protection services, including language courses and vocational skills training on greenhouse production and agriculture; case management (CM)/coaching services, establishment of a women cooperative, protection outreach, information provision and awareness raising; and provision of special needs and individual protection assistance services.

Job purpose:

Oversee day-to day operations for Amman Office

Estimated % of Time: 30%

• Collaborates with and supports all Amman based staff to deliver the required systems/operations support.

• Maintains office efficiency by planning and keeping all office systems functioning.

• Ensures compliance with applicable health, building, zoning, and safety licensing and certification requirements.

• Assure timely onboarding of new staff in the Amman office, including but not limited to, providing a workspace and relevant equipment.

• Partner and liaise with Human Resource team to maintain coherent and complementary office policies.

• Continually seek ways to streamline processes while assuring compliance with GOAL policies.

• Ensure the smooth and adequate flow of information within the Amman office.

• Organize and supervise other office activities (recycling, renovations, event planning etc.) as requested.

• Assure up to date procedures for retention, protection, retrieval, transfer, and disposal of documents are in place.

• Follow up actions and apply relevant GDPR rules inside Amman Office.in collaboration with DHOS. Ensure security, integrity and confidentiality of data

• Assures that network system (internet), mobile phone lines and office equipment is continually operating, coordinating with IT department as needed.
• Provides general support to visitors.
• Performs other related duties as assigned.

Coach, mentor, and manage Systems/Operations staff

Estimated % of Time: 20%

• Hire, train and supervise staff, using GOAL’s performance management system
• Coach, mentor and develop direct reports, providing opportunities for professional growth.
• Liaise with technical line managers to ensure that systems staff have adequate support and guidance.

Procurement & Logistics Management

Estimated % of Time: 30%

• Provide support, training and guidance to Amman based staff to understand logistics & procurement policies and procedures.

• Oversee implementation of all Jordan based procurement procedures and systems, including assets, and consumables to assure timely and quality delivery of services to staff. In the case of IT procurement, this will be done in liaison with the IT Coordinator.

• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time.

• Update and manage the vendor management of the Amman office

• Maintain accurate and up-to-date digital tracking systems for service agreement expirations, contracts, procurement and assets.

• Led the relocation of premises as needed.

• Oversee asset management of office.

• Manage travel and transportation needs airport for the team.

• Ensure that all procurement is carried out in a timely manner and in accordance with GOAL’s procurement manual, charts, authorization table and relevant donor regulations.

• Regularly conduct critical analysis of all assigned GOAL suppliers based on criteria of reliability, quality and prices of goods offered, terms & conditions, after sales services offered, and warranty guaranteed.
• Prepare yearly and monthly procurement plan.
• Prepare and track the core cost estimations and actuals for Amman office with DHOS.

Finance Support

Estimated % of Time: 10%

• Ensure external audits are planned and completed on time by working with finance team.
• Support on any internal audits conducted in the Amman office.
• Learn and maintain high level of knowledge on GOAL finance systems and procedures to be able to provide support and guidance to Amman-based staff.
• Participate in finance processes as required by management.

Legal

Estimated % of Time: 10%

• Liaise with the Legal advisor and represent GOAL Jordan on non-labour issues. Labour issues will be managed by the Head of Human Resources.
• Ensure that international employees and visitors receive support for visas and work permit applications, renewals and approvals.

Requirements (essential)

• Minimum three years’ experience as office or administrative manager with supervisory responsibility.
• Degree in Business Administration, or similar relevant field OR minimum of five (5) years’ experience as office management.
• Minimum one (1) year experience in procurement management
• Fluent Arabic and English.
• Solution focused with strong analytical and problem-solving skills.
• Team player, able to work in a flexible, supportive manner to colleagues.
• Motivated self-starter, able to make decisions and take action independently.
• Strong time management/ organisational skills
• Competent computer skills, in particular MS Word and Excel

Requirements (desired)

• Experience of working in the INGO sector.
• Experience in asset management
• Experience promoting process improvement and efficiencies.

General terms and conditions

Safeguarding

Children and vulnerable adults a must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Accountability within GOAL

Alongside our safeguarding policy, GOAL is an equal opportunities employer and has a set of integrity policies. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability:

• Comply with GOAL’s policies and procedures with respect to safeguarding, Code of Conduct, health and safety, data protection and confidentiality, do no harm principles and unacceptable behaviour protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
• Report any concerns about inappropriate behaviour of a GOAL staff or partner.

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document. Any published closing dates are estimated. Due to the nature of GOAL’s work we aim to fill vacancies as quickly as possible. This means that we will close adverts as soon as we have found the right candidate and this may be before the published closing date. We would therefore advise interested applicants to submit an application as early as possible.

Thank you.