Responsibilities

 

Office Management and IT Support Coordination

• Ensure timely and cost-effective procurement of office furniture, IT equipment, and other office necessities.
• Coordinate office space planning and ensure that the office environment is conducive to employee productivity and comfort.
• working closely with PnC Admin Assistant to ensure that office equipment is maintained and functioning properly, including printers, computers, and other essential office tools.
• Oversee the procurement, installation, and maintenance of IT equipment (computers, printers, network systems, etc.) for employees.
• Ensure that IT equipment is configured correctly and is functional at all times.
• Working with PnC Admin Assistant to maintain a system for tracking and replenishing office supplies and materials
• Close working with Amman IT Teams to ensure that WV-NES staff's equipment software and systems are up to date and functioning correctly
• Coordinate with external IT service providers for system maintenance and troubleshooting.
• Coordinate with IT support teams to ensure staff are properly trained on IT tools and software.

SCM and Logistic:

• Manage all NES SCM tasks by providing coaching, guidance, and support to team members (once team grows) and ensure constant coordination and follow up with partners.
• Ensure that activities are aligned with organizational goals and progress smoothly by organizing team members' leaves.
• Review partner procurement policies and ensure compliance with World Vision's guidelines.
• Support the preparation and review of procurement tender documents for WVSR-NES office for partners if needed
• Ensure timely processing of procurement requests, including obtaining quotes, reviewing bids, and issuing purchase orders.
• Monitor and track the delivery of supplies and services to ensure they meet specifications and timelines.
• Work closely with the Finance department to ensure proper documentation for procurement transactions.
• Maintain relationships with approved vendors and suppliers.
• Regularly evaluate vendor performance based on quality, cost, and timeliness.
• Develop and maintain a vendor database, ensuring transparency and efficiency in procurement processes.

Fleet Management:

• Coordinate the delivery of supplies and goods to field sites, ensuring timely and cost-effective transportation.
• Maintain up-to-date records of transportation routes, schedules, and vehicle availability.
• Ensure compliance with safety regulations and procedures during transportation.
• Manage contract and leases tracking tools and price negotiations with office supplies vendors, and service providers
• Oversee the storage and distribution of materials, ensuring proper stock levels and compliance with storage regulations.
• Ensure that goods are delivered in a timely and efficient manner to the appropriate field locations.
• Plan and monitor inventory of office supplies and the purchasing of new material supplies with attention to budgetary constraints across NES and ensure that all office items purchased are correctly invoiced and paid on time
• Conduct regular inventory checks to track the flow of supplies and materials.

Inventory Management:

• Monitor and maintain accurate records of all inventory items, including office supplies, equipment, and materials for program activities.
• Conduct regular stock takes and audits to ensure the accuracy of inventory data.
• Ensure that inventory levels are maintained to support operational requirements without overstocking.
• Distribute inventory to the appropriate departments and program teams based on their needs.
• Ensure compliance with internal control procedures and documentation requirements for inventory transactions.
• Prepare monthly inventory-balance-sheet and report to the NES Area Manager and Program Support Director

Capacity Building and Technical training:

• Liaise with Partner NGOs in NES, in order to ensure Organizational Capacity Assessment (OCA) and Organizational Capacity Development (OCB) support.
• Assess training needs for staff based on operational requirements, ensuring that all personnel have the necessary skills to effectively perform their duties.
• Deliver training sessions to employees on relevant technical skills, , particularly in areas such as raising Purchase Requests (PR), creating Bill of Quantities (BoQ), and Supply Chain Management (SCM) and logistics processes.
• Track the progress and success of training programs through feedback and performance reviews
• Provide guidance and support to partners to ensure they fully understand and comply with World Vision's SCM policies, including procurement procedures, BoQ development, and reporting standards...

Reporting, and Documentation:

• All relevant documents are compiled on One Drive SCM/SS Folder.
• Ensure that all office procedures, procurement policies, and IT protocols are well-documented and easily accessible to employees.
• Maintained accurate assets list of procurement, office supply requests, and IT installations.
• Prepare and maintain a detailed asset list for each WVI-funded project and ensure partner asset lists are aligned with World Vision and donor compliance requirements.
• Track and verify that all partner-held assets are documented, reported, and managed according to established policies.
• Participate in all NES project kick-off meetings, including those for directly implemented and partner-led projects, to ensure alignment on support service roles.
• Ensure partners submit all procurement documentation for review and approval by the WVSR SCM team in a timely manner.
• Join bi-weekly coordination meetings with partners to review procurement updates, address challenges, and offer support when needed.
• Submit monthly reports to the NES Area Manager summarizing procurement progress, key issues, partner support activities, and planned next steps.
• Provide management with updates on inventory levels, procurement progress, and IT infrastructure health.
• Ensure that all documentation complies with internal and external policies, including adherence to World Vision's operational standards.
• Maintain organized, up-to-date filing systems for all office-related documents, contracts, and reports.
• Prepare and submit progress reports to management on ongoing projects, challenges, and achievements.

1. Required Professional Experience

            Minimum 4-5 years SCM, Logistic, Support Service experience (Preferred)

1. Required Education, training, license, registration, and certification
   
    

            University/college degree recognized in Higher Education or equivalent is regarded.

 

1. Preferred Knowledge and Qualifications
   
    

• Fluency in written and spoken English and Arabic, Kurdish would be an asset
• Experience in policies/procedures in regards to Admin Department.
• Knowledge of office administration
• Knowledge of procurement and communication with service providers
• Computer aptitude and experience with word processors
• Self-disciplined with good time management skills
• Analytical aptitude and attention to details
• Cross-cultural sensitivity, adaptability and flexibility
• Good interpersonal and negotiation skills; team player
• Honesty and commitment to World Vision principles
• Exhibit spiritual maturity, integrity and a dynamic personal sense of life calling.
• Influence staff towards a shared World Vision mission.
• Admonish staff when correction is required.
• Customer Service oriented skills

1. Travel and/or Work Environment
   
    

Requirement Position requires willingness and ability to continue to function during a crisis situation, including during a World Vision response to a manmade or natural disaster.

1. Physical Requirements 

35% Field

65 % Office   

1. Language Requirement

Kurdish, English and Arabic