The Center for Victims of Torture (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. CVT’s Regional Office registered under the name The Center for Victims of Trauma supports new and innovative programming as described above. It offers a stimulating, rewarding, and collaborative work environment.

Job Summary: Based in Amman, the Regional Operations Officer is responsible for providing day-to-day coordination and implementation of operational, administrative, financial, and risk management activities in support of regional initiatives. In doing so, s/he will work closely with program staff, service providers, and other operations team members. This position reports to the Regional Representative.

Job Responsibilities:

Operational Site Coordination (35%)

• 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
• Serve as primary key holder for office facilities
• 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 office contractors, 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 fixed asset inventory and provide updated lists to management on a regular basis
• 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, arranging for staff and visitors’ visas, flight bookings, accommodations, scheduling, and preparing materials as needed

Finance responsibilities (25%)

• 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
  • Payment of office bills (e.g., electricity, phone, water – comes out of petty cash)
  • 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 transactions 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
• Provide support in accounting, reconciliation, and documentation of partner field finances

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
• Responsible for creating, 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
• Support legal or regulatory processes by preparing required documents, submitting online applications, and following up in-person with the 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.)

Risk Management (10%)

• Act as security focal point for in-country or regional activities as requested
• Contribute to project risk analyses, and threat matrices as requested
• Contribute to the development and delivery of a pre-arrival briefing to all travelers associated with regional initiatives
• Ensure adherence to fire safety and workplace health and safety standards
• Assist management in ensuring internal incident reporting systems are understood, utilized, and responsive to ongoing developments
• Assist in preparing in-country health, safety and security briefing packages
• Arrange regular maintenance, testing, reporting, and record-keeping for safety and security devices and first aid kit in office facilities

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

Qualifications:

Required education, experience, certificates, licenses or registrations

• Diploma degree in business/public administration, accounting or a related field is preferred
• At least three (3) years of relevant work experience in administrative and/or operational capacity; experience in a humanitarian setting is
• At least one (1) years of experience working with an international organization is required, ideally with regular interaction with expatriate and HQ staff

Preferred education, experience, certificates, licenses or registrations

• First aid certification 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 spreadsheets
• Organizational, planning and prioritizing skills and abilities
• Excellent mathematical skills
• Familiarity with general INGO business principles and practices
• Strong analytical skills and sound judgment, with the ability to synthesize diverse and complex information from a wide range of sources, and to develop clear and actionable recommendations based on that information
• Demonstrated flexibility to adapt to changing project requirements, partners or staff needs and security climate
• Demonstrated ability to problem-solve creatively and mitigate risks effectively to support successful project implementation
• High sense of confidentiality, initiative and good judgment
• Political, cultural and gender awareness in the context of the Middle East
• Excellent interpersonal, communication, negotiation, and diplomacy skills
• Team player
• Ability to travel if needed in the region

Supervisory Responsibilities: Manages contracts but no direct supervisory

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

Travel: Ability to travel to a variety of locations including possible regional travel to complex and potentially unstable operating environments

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

CVT is registered regionally under Center for Victims of Trauma and any employment agreements or contractual agreements resulting from this recruitment process may be in that name