Mai Shehadeh
Operations/Support Services Manager
41 years old
Driving License
Berkeley (94705) United States (California)
Professional Status
Employed
Open to opportunities
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.
Company Description
International Rescue Committee – IRC – Regional Office
Company website
