REACH Operations Support Intern

IT & Network
Jordan 🇯🇴
October 2, 2023

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Job Description

Job Purpose

To provide overall support to the Operations Support Unit in Amman, Jordan in Procurement, Fleet management, Stock management, Maintenance, and any other related tasks.

The intern will have the opportunity to learn the policy, procedures, and ACTED working methods and will be able to implement them on an operational level.

The major purposes of the job are to provide a learning opportunity for fresh graduates and to gain their support on the operational level of the Operations Support Unit. 

Objectives

  • Support REACH Operations Support Team (e.g., procurements, follow-up on REACH assets, follow-up on office supplies, maintenance, fleet, and stock management)
  • Support the HR/Admin matters (e.g., follow up on staff documents, follow up on the matters related to the administrative status and needs of the office and guest houses)

Duties and Responsibilities

Under the direct supervision of the Senior Operations Support Officer, the Operations Support Intern provides a variety of specialized and non-specialized transactional logistics/Admin services support, ensuring consistency and quality of work steps completed, as well as optimal information flow.  

Procurement:

  • Assist in the preparation of Request for Quotation (RFQs).
  • Assist in the preparation of Purchase Orders, Contracts, Framework Agreements, or their Amendments. 
  • Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion. 
  • Undertake routine follow-up action on procurement on behalf of the supervisor. 

Maintenance:

  • Support in receiving Maintenance requests accord in REACH premises, updating the maintenance tracker and follow up on contractors’ progress.  

Stock:

  • Maintain proper management for the store; maintain the stock level sheet, update it, and ensure the proper logistics procedures are considered and taken place in stock movement.  

Filing

  • Create separate folders for each procurement transaction and file 100% of hard-copy documentation for each procurement.
  • For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in the Capital Office are electronically filed in the correct location on REACH’s database.

Reporting

  • Register 100% of new orders on the Order Form Follow-Up (OFFU) and record the progress of each procurement until the completed file is transferred to Finance for payment.
  • Participate in other reporting upon delegation of his/her manager

Admin

  • Support the line manager (when needed) on collecting the staff documents (including the attendance sheets, leaves forms, etc..) and validating them on a monthly basis.
  • Follow on the table of authorized signatures updated on a monthly basis.
  • Any extra tasks and duties requested from his/her management.

*Salary: Paid Internship with 15 JOD payment per day.

Skills

QUALIFICATIONS

  • Bachelor’s degree.
  • Very good English and Arabic (written and spoken).
  • Very good communication skills.
  • Ability to work under pressure in a high-pace environment, in addition to multitasking skills.
  • Good organizational and prioritization skills.
  • Knowledge in Microsoft Office (Excel, Word, and Outlook).
  • Communications and Negotiation Skills 

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