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– Generic Function: Specialised employee/Assistant
– Job Family: Logistics
– Reports to (Hierarchically and functionally): Logistics and Security Coordinator
– Functional link with: Logistics and Security Officer
– Salary level: Grade 2 level B
– Working time in %: 100%
– Supervises (Number of subordinates): Direct: 0 Indirect: 0
– Work location: (Country + city): Jordan
– Job description valid from Sep. 2021
– General Responsibilities (Overall purpose):
Background Information
Terre des hommes Foundation (Tdh) is the largest non-governmental organization for children’s aid in Switzerland. It undertakes to support the most vulnerable members of society through child protection and Justice for Children projects. Terre des hommes has been implementing projects in Jordan since 2007. Tdh has a major focus on child protection, juvenile justice, hygiene promotion and livelihoods in urban areas and refugee camps in Jordan. The assistant will be focused and directed towards providing logistical support and representation for projects in urban locations and the Emirati Jordanian camp.
– Specific Responsibilities / Context (Tasks):
- Supply Chain
- Supports Tdh Office in Amman with the procurement transactions, transportation and store management of the supply chain process as guided by the relevant SOPs.
- Follow the instruction in term of documentation stated by Tdh guidelines
- Follow up on the reception, storage, and consumption of items in the field.
- Logistical Transactions
- Responsible of all logistics aspects of field offices in Zarqa and Irbid related to administrative, maintenance. etc.
- Work with program teams to ensure that the Terre des hommes logistics systems and procedures are followed in the field,
- Ensure accurate follow-up and treatment of PRs (purchase requests);
- Overseeing the logistical filing system to include all purchase files, equipment manuals, maintenance schedules and log documentation i.e. vehicle log sheets, waybills, maintenance reports, etc.
- Provide logistical support to field offices and travel regularly to them.
- Equipment
- Maintain up to date inventories, including user identification, tracking and stocking documentation of all assets
- Follow up of assets deployed on the field in all locations.
- Conduct regular inventory of all assets on the main offices and on the field.
- Conduct inventory on all assets quarterly while ensuring all assets are physically touched
- Facility Management
- Support and report the payments costs related to the maintenance and use of office facilities.
- Follow up and complete needed maintenance in the offices and the field
- General
- Collaborate with the line manager in term of raising issues as needed and working together to promote a strong team.
- Ensure clear positive communication with all members of the office and the delegation.
- Maintain an organized style of work, making suggestions to the line manager concerning improvements that could be made to the logistics systems that are the Assistant’s responsibility.
- Keep accurate and up to date information concerning reporting requirements for fleet management, Tdh equipment, facilities and ICT and make this available to other staff on request.
- Drive Tdh vehicle with Tdh staff, as needed.
- Tdh Policies
- Commit to respect the Tdh Child Safeguarding Policy (CSP), Tdh Code of Conduct and Tdh Protection from Sexual Exploitation and Abuse (PSEA) Policy.
- Be proactive with respect to the aforementioned policies and show leadership to all Tdh staff.
- Report cases of abuse on children as identified.
- Maintain and ensure a culture of strict confidentiality – inter Tdh staff and between Tdh staff and non Tdh employees.
- Others
- Undertake up to 10% any other duties as required By the line manager.
– Competencies:
This function requires the mastery of Personal, Social and Leadership Competencies (PSLC), Technical and Methodological Competencies (TMC) as well as Professional Competencies in particular:
- Cooperates and contributes to achieving goals
- Communicates in a clear, concise and responsible way
- Shares knowledge Masters the tools and applications both general and activity-specific based.
- Collects the necessary information regarding professional activities
Pays attention to the best practices and develops the professional practices related to the field of work or area of responsibility
– Requirements for the position (Qualifications):
- University degree: Business Administration, or any other related degrees;
- At least 2 years of experience in a similar position preferably with an INGO;
- Fluency in English, Arabic. The working language in the office is English;
- Highly developed verbal and written communication skills
- Strong organizational and planning skills.
- Ability to be flexible, cooperative and to work autonomously
- Proactive and able to take initiative
- Committed and self-motivated
- Able to manage stress and complexity
- Proficiency with Microsoft Office applications (Word, Excel, PowerPoint);
- Valid driving license with no restrictions, a must
– Objectives for the upcoming period to be completed on the appraisal interview form with the hierarchical line manager.
Tdh Global Code of Conduct and Risk Management Policies:
Fully complies with Tdh’s Global Code of Conduct and systematically reports any breach to the Code through the whistleblowing procedure: raises awareness within the Foundation on abuse and violence and the rights deriving therefrom, respecting the rights and dignity of children, members of the communities and our own Staff
Commits to respecting Risk Management Policies including: Safeguarding Policies (Child Safeguarding Policy, Policy on the Protection against Sexual Exploitation and the Directive on Staff Misconduct at the Workplace), Safety and Security Policy and Anti-Fraud/Corruption and Prevention of the Financing of Criminal Activities Policies
Commits to reducing the risk of abuse and harm by developing a culture of open and informed leadership within the organization and in our work with children and the communities in which we intervene in.
This job description may be amended in line with the activities or evolution of the Mission.
By signing, the employee acknowledges that he/she has read, understood and accepted this document.
Place and date:
Signature of the employee:
(Two copies to be signed, one for the employee and one for the employer)
Signature of line manager:
(Two copies to be signed, one for the employee and one for the employer)
