Mai Shehadeh
Operations/Support Services Manager
40 years old
Driving License
Berkeley (94705) United States (California)
Professional Status
Employed
Open to opportunities
Donor Relations Associate
Zaytuna College
Since February 2021
- In charge of daily communications with donors to assist them in recovering their donations from credit card payment exceptions, with a focus on attaining revenue recovery targets on a weekly basis
- Work on revenue recovery from various areas (e.g., reports generated, fund verification, international donors), including issues with credit card gifts, new activations, changes, and deactivations
- Create, maintain, and update donor and gift records via the Zaytuna CRM system (Raiser's Edge) in a timely and accurate manner
- Contact Zaytuna supporters, as needed, to create an awareness of upcoming events, solicit donations, and answer questions
- Process gifts on a daily basis
- Organize and monitor database cleanup for physical files and the gift system
- Set up and maintain matching gift programs via the agency’s website portal
- Generate seasonal and/or weekly reports
- Keep detailed records and initiate proper donor follow-up, as needed Receive and sort incoming mail
Head of Support Services Unit
IRC
November 2017
to March 2019
- Major Responsibilities:
• Develop administrative and support service policies, procedures and guidelines; make recommendations on policy and procedural change; revise policy and procedures as necessary in consultation with senior management and other relevant stakeholders.
• Optimize support function workflows by studying processes, analyzing operating practices and developing streamlined procedures for support service requests and mandatory reporting; redesign systems as required and recommend redeployment of designated resources.
• Resolve administrative and support service problems by analyzing information; identify and communicate solutions.
• Directly manage assigned support service staff; discuss expectations; set performance objectives; identify skills gaps; facilitate learning opportunities; provide coaching. - Liaison and Governmental Relations:
• Act as the focal point for liaison with IRC’s law firm on legal matters
• Ensure applications and documents submitted to Government Departments and Ministries are followed up in a timely manner - Administrative Services:
• Oversee administrative support services and provide general administration assistance e.g. setting appointments, scheduling meetings, event management.
• Utilize Master Purchase Agreements (MPAs) and Master Service Agreements (MSAs) established by supply chain to order goods and services for administrative needs. - Budgeting and Financial Management:
• Ensure timely processing of all administrative payments; work with the Finance Department to compile and process invoices related to operations expenditures and ensure that charges are booked to relevant departments.
• Work with Regional and Country Program Finance teams to devise shared cost allocations and financial processes to enable accurate charging of costs; provide inputs required for revisions to shared cost allocations.
• Manage shared budget allocations for rent, utilities, insurance, communications and communal office supplies; ensure compliance with IRC and donor regulations, policies and procedures; analyze costs to maximize efficiencies; plan spending in order maximize funds available. - Travel and Transportation Services
• Ensure efficient and effective mechanisms for travel coordination are in place including airport pick-up and drop off services.
• Oversee the coordination and management of pooled vehicle services in Amman; fleet management; vehicle planning, scheduling and tracking; movement requests; equipment and spare parts; monthly reporting and drivers, and fuel consumption. - Information Technology:
• Works in collaboration with the Regional ICT Coordinator to oversee the IT function throughout Jordan; ensures adequate resourcing for IT requirements including staffing and budgets.
• Accountable for ensuring that required IT infrastructure is in place and configured; maintenance, repairs and security systems are in place and functioning optimally; user support and training is provided and local supply chain for IT requirements has been sourced. - Staff Management:
• Directly supervises Admin, IT and Transport staff in Amman to ensure day-to-day support service functions are administered successfully and to a high standard.
• Discusses job expectations, sets objectives and provides appropriate and timely feedback regarding performance, including Mid-Year and annual performance management system for all direct-reports.
• Maintains open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
Logistics Coordinator
NRC
May 2017
to November 2017
- Implement (and establish where needed) standard NRC Logistics procedures and systems, ensuring NRC policies and procedures are correctly followed with an anti-corruption, transparency and value for money focus.
- Manage the supply chain to facilitate accountable and efficient procurement, receipt, storage and movement of relief items and programme resources.
- Liaise closely with programme and partner staff to coordinate, plan and continuously update logistics operations plans as per programme needs.
- Line management responsibility for the Logistics Team and provide oversight and training to all logistics staff and Partners.
- Coordinate with UN agencies, suppliers, freight forwarders and other stakeholders on procurement and logistics, including clearance and import/export procedures
Support Services Manager
Médecins du Monde - France - Regional Office
March 2017
to May 2017
- Under the direct supervision of the Program Coordinator – Syrian Crisis, and in link with the Regional Finance Coordinator, the Support Service Manager is responsible for planning, coordinating, and monitoring all technical logistics, supply chain, administration and finance related activities in the project according to MdM protocols, standards and policies, in order to optimize the mission’s response to the needs of the target population and ensure an optimal running of the project.
Program Administrator/Logistician
MdM
March 2014
to March 2017
- Responsible for the efficient organisation and operationalization of the supply chain & procurement of the program in link with the Field Coordinator
- Responsible for the correct application of MdM internal procurement procedures to maintain the smooth flow of supply chain for program activities
- Focal point in dealing with suppliers (tendering, contracts, list of items, purchase orders, deliveries, etc.) in close coordination with the South Syria team and in strict adherence to MdM supply chain procedures
- Provide financial information to support the Regional Finance Coordinator in preparing South Syria Program’s budget follow-up on a monthly basis: forecast and expenses monitoring according to annual reference budget and funding plan
- Assisting the Regional Finance Coordinator in providing budget’s analysis (check over/under consumption) for project management decisions
- Participate to the information gathering and drafting of financial donor reports in line with their guidelines
Senior Supply Assistant
UNHCR
March 2013
to October 2013
- Play an essential role in the procurement process, including: raising POs (Purchase Orders), ITBs (Invitation to Bid), RFPs (Request for Proposals) and assist in the payment process (issuing receipts).
- Participate in preparing the Frame Agreements and Service Contracts with the suppliers.
Senior Program Assistant
UNHCR
October 2012
to February 2013
- Prepare status and progress reports, prepare tables and draft corresponding text, prepare background material for use in discussions and briefing sessions.
- Participate in the preparation of draft project documents including sub-agreements, project submissions, revisions and prepare project activities in Peoplesoft (MSRP), and translate project documents as required.
- Monitor project/program activities by reviewing and analyzing a variety of records and reports, especially budgets and financial implementation.
- Maintain close contact with governmental and non-governmental implementing partners; provide cooperation and guidance as necessary.
Senior Registration Assistant
UNHCR
April 2012
to September 2012
- Interview the refugees and obtain their basic data and insert these data on the system.
- Follow up with the refugees according to their status.
- Train the new staff by conducting ‘shadowing sessions’ for them.
Administrative Officer
UNRWA
June 2011
to April 2012
- Direct, coordinate and supervise the administrative functions of the Department concerning personnel, budget and financial matters.
Part - timer
British Council
April 2011
to June 2011
- Worked as part-timer with the Public Relations, Examination and Library departments
Programme/Reporting Assistant
IOM
March 2009
to March 2011
- Database administrator - Generate reports in different formats, on a regular or upon-request basis that give details about the refugees’ statuses.
- Assist in monitoring the refugee situation including refugee movements in the host country and elsewhere;
- Provide statistics and data analysis as required about the refugees’ statuses.
Procurement and Logistics Assistant
UNRWA
October 2007
to February 2009
- Contributed in the procurement process of medical and ICT equipment for UNRWA operations fields.
Course Description
The H&R Block Income Tax Course is a comprehensive course which provides a foundation for
understanding personal income tax returns. The emphasis is on preparing Form 1040 and related
forms and schedules. The course structure is 89 hours and includes four components:
▪ Tax theory and law
▪ Return preparation
▪ Client interview
The H&R Block Income Tax Course is a comprehensive course which provides a foundation for
understanding personal income tax returns. The emphasis is on preparing Form 1040 and related
forms and schedules. The course structure is 89 hours and includes four components:
▪ Tax theory and law
▪ Return preparation
▪ Client interview
- Humanitarian Core Standards six-months workshop
- Program Cycle Management
- Leadership
Intensive introduction to all MdM departments and teams, in HQ and from different operating areas.
Introduction to Results-Based Program Management Course and Assessment
SQL Server Reporting Services training course. Business intelligence development studio (BIDS)
Skills
Communication
-
Active listener, excellent negotiator
Advanced
- Excellent writing skills: emails and official letters
Teamwork
-
Excellent team player, adaptability,
Advanced
Leadership
-
Responsible, accountable, self-disciplined, reliable, problem-solving oriented, self-motivated.
Advanced
Teaching
-
Patient trainer, good coach, knows how and when to delegate tasks
Advanced
Management
-
Certified in applying the effective management style; the adaptive management approach.
Advanced
-
Time Management
Advanced
