Regional Support Office Coordinator – Middle East

Title: Regional Support Office Coordinator – Middle East

Department: Operations

Location: Amman, Jordan

Reporting to: Regional Supply Chain & Operations Manager – Middle East

Direct reports: Not Applicable

Budget responsibility: Not Applicable

* This role is classified as requiring standard pre-employment checks

About Relief International

Relief International (RI) is a leading non-profit organization working in 16 countries globally to relieve poverty, ensure well-being and advance dignity. We specialize in fragile settings, responding to natural disasters, humanitarian crises, and chronic poverty.

Position Summary.

As part of the Regional Team within the Regional Support Office (RSO) for RI’s Middle East Region, the RSO Coordinator (RSOC) will work under the supervision of the Regional Supply Chain and Operations Manager to provide in-person and remote support to the senior management of the Middle East region team including direct support to the regional senior management team in note-taking and filing, drafting correspondence upon request, drafting administrative documents upon request, supporting country office in improving their archive/filing systems, sharing weekly news round-ups about the region, and supporting on follow-up and editing of success stories from country offices.

In addition, the RSOC will take the lead in implementing all SCO tasks in support of the physical regional office in Amman, Jordan. This position will enhance the administrative capacity across the Middle East region team. Work requires a high level of discretion and often requires the use and handling of confidential or otherwise sensitive information professionally. The position works with staff at all levels of the organization and may require liaising with key external stakeholders including government entities on occasion.

Key Responsibilities and Duties.

Support to the Regional SMT:

• Coordinate internal and external regional meetings as may be assigned by the Regional Director;
• Efficiently arrange for meetings/workshops, collate documentation and information to support these meetings, and where required preparing minutes and other relevant reports/documentation in a timely manner;
• In consultation with Regional Director, plan and manage Board and Regional team meetings, lead on meeting minutes taking, travel plans and set appointments for upper regional management team;
• Facilitate travel planning for regional Senior Management Team by processing Travel Requests with Diversity and arranging airport pick up/drop off, necessary accommodations, etc.;
• Provide necessary administrative support to the Regional SMT including maintaining effective filing, scanning, photocopying, archiving and record keeping systems, both paper and electronic of reports and other materials;
• Plan and manage Regional SMT meetings, lead on meeting minutes taking and follow up actions accordingly.

Support to Country Offices:

• As coordinated with Regional Program team, follow-up and support Country Offices in developing success stories by planning, follow-up, and providing editing support
• Work closely with Regional IT Coordinator and designated country focal point to work on improving filing/archiving for each country office in the region.

General Administrative Support to the Regional Team:

• Ensure that office utility payments and lease payments are made on time, and liaise with the Finance function to ensure proper record keeping of lease agreements, lease payment records, utility payment records, and service contract as required;
• Coordinate with Regional IT to arrange basic technical support and advice on IT and communications as required;
• Track and replace regional office supplies as necessary to avoid interruptions in standard front office procedures;
• Facilitate any meeting outside the office by arranging bookings for venues and travels for participating staff;
• Manage office cleaning and housekeeping requirements to ensure a clean, safe and healthy work environment. Ensure the kitchen, tea, coffee, water facilities are stocked and managed appropriately;
• Facilitate internal and external posts and collecting mail including all customs and airport clearances;
• Support the Regional Team to build positive working relationships with the lawyer, government labor office, and other agencies to effectively and efficiently facilitate operational support functions;
• Undertake any other responsibilities as may be assigned by the Line Manager.

Other related tasks that may arise from time to time

• Uphold and promote RI’s commitment to ensuring the safeguarding and safety of the vulnerable communities we serve.
• Consistent with RI’s safeguarding and protection policies, contribute to ensuring that all those who come into contact with Relief International staff and the communities we serve can be trusted to work safely with them
• Support and develop systems that create and maintain an environment that prevents sexual exploitation and abuse and promotes the implementation of the Code of Conduct and safeguarding policies.
• Work collaboratively with the Global Safeguarding Manager to advocate for the inclusion of safeguarding activities and resources within program
• Ability to demonstrate knowledge of donor requirements of safeguarding standards and protection from exploitation and abuse

Other duties as required for this role.

Role requirements.

Experience and skills required for the role.

• University Diploma or Degree or equivalent tertiary education;
• Demonstrated relevant professional experience in progressively senior roles, preferably with international organizations and in the field of Administration and Operations;
• Proven experience in the areas of office administration, and secretarial work;
• Proven skills in negotiation and problem- solving;
• Strong organizational skills;
• Team player with good interpersonal skills;
• Excellent English written and verbal communication skills;
• Understanding and sensitivity to cross cultural issues.

RI Values.

Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values:

We value:

• Integrity
• Adaptability
• Collaboration
• Inclusivity
• Sustainability

How to apply

To apply for this post, click on the “Apply” button in the job advert page

https://phg.tbe.taleo.net/phg01/ats/careers/v2/viewRequisition?org=RI&cws=44&rid=1911

• You will be asked to upload a CV and Cover Letter.
• The cover letter should be no more than 2 pages long and explain why you are interested in this post with Relief International and how your skills and experience make you a good fit.

Closing date. Please apply immediately we will be reviewing applicants on a rolling basis, therefore may withdraw the position for the job board closing date.

Due to limited resources, only short-listed candidates will be contacted

Relief International has a zero-tolerance policy for unlawful harassment, sexual exploitation and abuse. Relief International is committed to protecting our staff and the communities we work with from abuse and harm including sexual exploitation, sexual abuse and sexual harassment.

All staff are expected to abide by our Code of Conduct.

Recruitment to all roles in Relief International include a criminal records self-declaration, references and other pre-employment checks, which may include police and qualifications checks.