Short-Term Operations Assistant (3 – 4 months; Jordanian nationals only)

The Center for Victims of Trauma (CVT) is an international nonprofit dedicated to provide trauma rehabilitative services to survivors of gross human rights abuses and works toward a future in which gross human rights violations ceases to exist and its victims have hope for a new life. We are headquartered in Minnesota, USA with offices in Africa and the Middle East. We work locally, nationally and internationally through programs that provide trauma rehabilitative services, conduct technical assistance and capacity building to human rights activists, civil society organizations, and local service providers around the world who can prevent and treat gross human rights abuses, and advocate for human rights and an end to gross human rights violations. CVT’s operations in the MENA region continue to grow and respond to dynamic needs across borders. The Regional Office supports new and innovative programming as described above. It offers a stimulating, rewarding, and collaborative work environment.

Based in Amman, the Operations Assistant will support the day-to-day implementation of financial, administrative, and operational activities in support of CVT’s regional initiatives. In doing so, s/he will work closely with service providers, and other operations and program team members. This position reports to the Regional Representative.

Finance responsibilities (45%)

· Maintain sound financial systems, policies and procedures, and internal controls to ensure appropriate and cost-effective use of CVT’s regional office financial resources

· Track all financial transactions and other transfers

· Prepare and submit purchase and payment orders including invoices and other supporting documents for review and approval in a timely manner

· Distribute and document petty cash and online payments

o Payment of office bills (e.g., electricity, phone, water)

o Reconcile cash transactions with the cashbook and reconcile balance sheet accounts on a daily base

· Prepare, submit, and track reimbursement disbursements (per diem, mileage reimbursement) and payroll payment requests (wages; social security; tax; allowances) and calculate statutory deductions in coordination with accountancy firm; submit payroll payment request to Regional Representative; pay social security and income tax on a monthly time accurate base in close collaboration with the Regional Representative

· Enter financial transactions, expenses, receipt, and supporting documentation into files and electronic finance tracking system; prepare and maintain financial records and accounts (including financial archives)

· Prepare cash forecast on a weekly and monthly basis**

Operational Site Support (25%)

· Assist in updating and further developing user-friendly policies, procedures, and systems to promote operational efficiency and accountability

· Regularly review office facility to ensure equipment, infrastructure, and furnishings are in good state of cleanliness; report any (maintenance) needs to management and schedule related services

· Coordinate with IT staff in conducting regular checks of information technology hardware and software to ensure compliance with CVT policies, procedures, safety practices, and security requirements; report any related needs, malpractice, or malfunctions

· Maintain (official) relationships with suppliers, vendors, and service providers; coordinate official agreements and monitor performance

· Prepare procurement and payment orders and authorization requests for office needs including (but not limited to): conducting price research and collecting price quotations, preparing bids analyses, purchase/service requests, drafting or renewing existing service and lease agreements, and invoicing documentation by following applicable donor guidelines, internal controls, and CVT policies and procedures

· Receive and inspect all incoming items and reconcile with purchase orders and tracks damages and discrepancies on orders received; store items in a safe place

· Maintain electronic records of supplies, monitor consumption levels, and provide electronic tracking sheets to management on a regular basis

· Responsible for all logistical needs by coordinating with staff, caterers and hosts, including maintaining a roster of drivers and safe vehicles to be used by staff and visitors

Administrative responsibilities (25%)

· Record minutes of general staff meetings or any other meeting, ensuring accuracy, attention to detail and coherence, distribute accordingly to appropriate audiences; and follow up on applicable action points

· Communicate routine and ad hoc information regarding team operating procedures, including schedules

· Responsible for holding and issuing of all keys, staff and visitors ID’s, electronic access cards, mobile telephones, SIM cards and credit, laptops, recorders, and maintaining accurate electronic records

· Assist with updating and distributing team bios; internal contact sheets, and telephone lists

· Coordinate the submission of HR forms in compliance with CVT’s human resource systems and CVT’s National Employee Personnel Policy (i.e. timesheets, travel schedule, recovery time, and leaves).

· Establish and maintain the office filing and reference systems, both traditional and digital; and ensure the shared folders are up-to-date and complete

· Support legal or regulatory processes for work/residency permits, visas, vocational license, and other requests by preparing required documents, submitting online applications, and follow up in person with relevant governmental or legal entities as required**

· Coordinate with HR staff on any issues related to national medical insurance coverage for regional office employees (i.e. forms, cards, new members, removing members, claims, etc.)

Other Duties (5%): Perform other duties as assigned.

Qualifications:

Education, experience, certificates, licenses or registrations

• Diploma degree in business/public administration, accounting or a related field is preferred
• At least one (1) years of relevant work experience in accounting, administrative and/or operational capacity; experience with an INGO is preferred

Competencies (Knowledge, Skills and Abilities)

• Written and spoken fluency in English and Arabic is required
• Computer literacy and a professional understanding of Information, Technology and Communications Systems, particularly with Microsoft Office suite (Outlook, Word and Excel) and spreadsheets
• Demonstrated experience working with relevant financial management and accounting software
• High standards for accuracy, judicious use of financial resources, and attention to detail
• Excellent skills in organization, quantitative financial analysis, and time management (including the ability to meet deadlines)
• Demonstrated flexibility to adapt to changing project requirements, partners or teams’ needs
• High sense of confidentiality, initiative and good judgment
• Excellent interpersonal, communication, negotiation, and diplomacy skills

· Self-driven with integrity, initiative, and ability to think and work independently.

· Ability to demonstrate self-reflection and willingness to develop personally and professionally.

• Demonstrated ability to work independently and as a team member

General conditions:

• Strictly committed to respect CVT’s confidentiality policy and to not disclose any information.
• Will use his/her best endeavors to prevent the disclosure by others any matters of a confidential nature to which they may be or become privacy because of this agreement

· Commitment to and role modelling of human rights approach including: maintaining respect regarding any sensitive issues such as religion, minority or political affiliation and treating colleagues equally regardless of differences

· Commitment to the ethical and sensitive implementation of project activities, including a commitment to confidentiality, diversity, equity, and inclusion, quality service provision, and the prevention of sexual exploitation, abuse, and harassment (including online)

• Adherence to all relevant CVT policies and procedures with respect to finance and procurement, code of condct, health and safety, equal opportunities and other relevant policies, including COVID-19 protocols.

Supervisory Responsibilities: None

Work Environment: Office environment

Physical Demands: While performing the duties of this job, the employee is regularly required to talk, hear and see. The employee frequently is required to sit, stand, and walk and climb stairs; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift and carry heavy supplies. This position requires car travel up to 2 hours per one-way journey

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions