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
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.
Company Description
International Rescue Committee – IRC – Regional Office
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
Company Description
Norwegian Refugee Council – NRC – Syria Response Office
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.
Company Description
Doctors of the World - France - Regional Office. (Doctors of the World)
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
Company Description
Médecins du Monde - France - Regional Office. (Doctors of the World)
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.
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.
