ADMINISTRATION COORDINATOR Job Description REPORTS TO Administration Manager or Chief Financial Officer (CFO) BASIC FUNCTIONS The Administration Coordinator will oversee the following areas: office and facilities management, procurement, logistics, outside contractor management, coordination of visitors, and information flow. Priorities are set and carried out under the direction of the Administration Manager or CFO. Purchasing Ensure that the Head Office and branches are adequately stocked with supplies, stationary and needed assets. Manage the procurement of all office supplies and operational materials. Negotiate with the suppliers to obtain the best possible price and quality of all purchases. Identify where office purchases can be trimmed. Document and manage all fixed assets purchases. Inventory and track all fixed assets of the office. Apply proper identification labels. Maintain complete documentation. Perform an annual inventory check up and prepare proper documentation for the removal of damaged assets. Provide Finance Department with the final tracking list. Oversee all office purchases and work with Finance to ensure they are properly documented and approved. Ensure that all purchases are according to purchasing policy and that 3 quotes are received when necessary. Oversee Head Office and Branches Oversee all office areas and ensure that they are clean and professional. Respond to the day to day maintenance needs of the offices. Maintain the keys of all doors and entrances. Ensure they are accessible, tagged and easily identified. Work with various departments and branches to ensure the most efficient space is used and necessary equipments are available. Logistics and Relationship Management Monitor the usage of FINCA vehicles and ensure they are utilized effectively and efficiently. Maintain a vehicle usage log. Ensure to update the schedule of vehicle usage ahead of time and coordinate that to all Head Office staff. Coordinate the appropriate operational and administrative transportation needs. Maintain the fuel coupons and work with Logistics Assistant to ensure that vehicles are always ready when needed. Coordinate all external relations of Head Office or branches regarding building and equipment maintenance, occupancy permits, communications, utilities, and government offices as needed. Maintain the relationship between the mobile service provider and FINCA Jordan. Continuously update the list of mobiles and ensure that Finance Department has the last updated version. Identify and build working relationship with best suppliers and service providers. Negotiate and manage all contracts for the procurement of hotel reservation, tickets purchasing, etc. Coordinate with the Logistics Assistant to maintain good relations and represent FINCA Jordan and be first point of contact for all landlords. Ensure original agreements are filled and maintained properly. Ensure that all agreements with landlords maintenance contractors are written and documented. Ensure that all external and internal conferences and meetings called by FINCA Jordan HQ are administratively and logistically supported. Ensure to coordinate meetings and events including the weekly management meeting, the monthly staff meeting, board meetings, employee outings, etc. Ensure that travel arrangement for all international and national staff, both within country and oversees are being processed and arranged efficiently. Supervise and provide support to Administrative Staff Coordinate the workflow of all administrative personnel (drivers, cleaners, maintenance). Ensure that administrative personnel are effectively managing their work and time. Evaluate and train administrative personnel. Performance Management and staff Development Performance Planning Review corporate goals and objectives in order to align individual and team goals with the organization’s ones; Work with each direct report and/or team to define goals, objectives including special short and long term targets, performance standards and measures to evaluate desired results; Assure that subordinates have a clear understanding of what performance results and behaviors are expected from them; Assure that each direct report is equipped with all technical, administrative and material resources necessary to achieve required level of performance; Document pre-evaluation performance plan for each employee; Managing Performance throughout the Year Supervise activities of direct reports and conduct regular meetings to review progress on the approved plans, exchange feedback; Obtain and use feedback from internal and external customers, team members, coworkers concerning employee performance; Address issues arising from daily operations, make adjustments in previously set performance plan if need be; Performance Evaluation Timely conduct performance appraisal sessions according to the affiliate’s (organization’s) established schedule and procedure; Discuss and agree on employee development needs , and prepare a detailed development plan for the next period; Complete the Evaluation Form, meet with the employee to discuss the rating, and submit a signed copy of the form to Human Resources. Staff Development Create and maintain positive working environment to the highest ethical level; promote mutual respect, understanding, trust and cooperation among all team members; Advocate and commit to ongoing training and development to foster a learning culture; If need be, provide mentoring, coaching, counseling to subordinates to help them improve their performance, develop necessary skills and potential for career advancement; Recognize and encourage employees’ initiatives, contributions on overall organizational efficiency and effectiveness; Closely participate in employee selection process to discover opportunities for individual’s career development/planning. Information Flow Management Coordinate the flow of information between the Head Office and the branch network (faxes, phone calls, emails and DHL requirements). Oversee the flow of walk-in traffic (clients, visitors, solicitors and official guests). Place advertisements, tenders or bids as needed with appropriate publications. Create and update administrative and logistics forms on both hard and soft copies and make sure that all FINCA Jordan offices are provided with updated and new forms. Dealing with work Related Systems Ensure to manage and track the usage of stationary in the Head Office and branches, and update the stationary system when necessary. Ensure to update the loan system with loan application numbers. Other Administration Responsibilities Maintain the Head Office and Marketing store. Ensure they are well organized at all times. Manage the Petty cash and prepare the monthly report. Manage the expenses of the Head Office that is paid by petty cash. Make sure to provide Finance Department with a monthly report of all expenses. Handle the medical insurance of all employees and their families. Solve all problems that occur with the employees and the doctors. PERSONAL QUALIFICATIONS University degree in an appropriate discipline. 5 years employment experience with an international organization desirable. Some management experience required. Computer literacy. Experience with Microsoft Word, Excel and Access. Fluency in Arabic and good command of English. Acknowledgment of Receipt I __________________________________________ as an employee of FINCA Jordan acknowledge that I have read the _______________________________________________ Job Description for the job that I have been employed to do. _________________________________ ___________________________ Employees Signature Date __________________________________ ___________________________ Supervisors Name and Signature Date __________________________________ ____________________________ Human Resources Department Date Note: This job description will be reviewed regularly and could be changed in the future according to the work requirements. If you are interested kindly submit your resume to E-mail address [email protected], mentioning the position in the subject.
Posted on: Thu, 29 Aug 2013 14:48:33 +0000
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