Shared Services Coordinator

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.

Job Overview/Summary:

The Shared Services Coordinator (SSC) is responsible for ensuring efficient and effective delivery of Administration, IT, Travel and Transport support functions by the Middle East Shared Services Unit (SSU) based in Amman, Jordan. The SSU provides support to allIRC entities based in Amman; these include the IRC Jordan Country Program, the IRC Syria Country Program, the Middle East Regional Office, the Ahlan Simsim Project, and the Airbel Innovation Hub, , in addition to various dedicated tasks from the Regional Supply Chain Director (RSCD) in supporting the Regional Supply Chain section activities. The SSC acts as the primary focal person for all shared support services and leads the SSU team to ensure stakeholder satisfaction by demonstrating service-oriented practices.

Responsibilities:

SSU Organization:

·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.

·Maintain continuity of work operations by documenting and communicating necessary actions to senior management; determine continuing needs; highlight any irregularities; research and develop new services; set priorities for the unit.

·Resolve administrative and support service problems by analyzing information; identify and communicate solutions.

·Directly manage assigned support service staff; motivate a customer-service orientation; discuss expectations; set performance objectives; identify skills gaps; facilitate learning opportunities; provide coaching.

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.

·Consolidate monthly cash forecasting for administration and operational needs; submit to the Finance department

·Review and approve all petty cash payments related to shared support services unit in accordance with IRC’s cash policies.

Liaison and Governmental Relations

·Act as the focal point for liaison with IRC’s law firm on all administrative matters such as lease, agreements, visas, work permits, registration, etc., referring legal matters as appropriate to Regional Supply Chain Director, Country Directors and Regional HR Director for action and decisions.

·Ensure applications and documents submitted to Government Departments and Ministries are followed up in a timely manner.

·Accountable for ensuring that agency registration, governmental registrations, insurance and permits are in place for all facilities and vehicles.

·Accountable for ensuring that visas, residencies and work permits for all IRC staff and visitors are followed up and renewed on time

Administrative Services

·Oversee administrative support services.

·Ensure that events (conferences, meetings and workshops) are well organized and executed – with quality improvement systems in place that respond to user feedback.

·Utilize Master Purchase Agreements (MPAs) and Master Service Agreements (MSAs) established by supply chain to order goods and services for administrative needs.

·Ensure that a well-managed inventory control and distribution system is in place for communal office supplies, stationery and other admin consumables; analyze consumption and adjust the systems avoid waste and losses.

Facilities Management

·Oversee facilities management services to ensure fully equipped, fully operational and highly maintained offices and guesthouses.

·Regularly review adequacy of space requirements; identify appropriate office space and facilitate housing for staff and short-term visitors; negotiate rental agreements, terms and conditions; manage landlord relations.

·Track and manage all lease agreements for facilities rented in Amman including contract renewal and contract terms and conditions; supervise the preparation of rental contracts.

Visitor Services and Guest Assistance

·Establish a Visitor Welcome Service; ensure pre-arrival information is sent, logistical arrangements are made (transport, accommodation), visas and necessary permits are obtained and support is extended on arrival.

·Coordinate visits for high level visitors; logistical arrangements, trip agendas, meetings and in-country travel.

Travel and Transportation Services

·Ensure efficient and effective mechanisms for travel coordination are in place including airport pick-up and drop off services.

·Use IRC’s contracted travel service providers to ensure that flight tickets are booked for staff

·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

·Work 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.

Supply Chain Activities:

·As and when needed, support the Regional SC Director in attending to various regional-wide Supply Chain tasks such as but not limited to follow-ups on procurement plans, distribution plans, inventory reports, etc.

Key Working Relationships:

Position Reports to:Regional Supply Chain Director

Position directly supervises:Administration Manager, IT Sr Manager and and Transport Manager.

Other Internal and/or external contacts:

Internal: Finance and Supply Chain teams, Regional ICT Director, Regional Finance Director, Regional HR Director, Jordan and Syria Country Directors, Amman-based users of shared services, etc.

External: Government representatives, legal representative, contracted vendors and service providers