Operations Assistant

Description: Welthungerhilfe (WHH) is establishing an office in Amman to support its operations in west Asian countries, including Occupied Palestinian Territories, Jordan, Yemen and Iraq. The Operations Assistant supports the smooth functioning of the office and project operations by providing administrative and logistical support, assisting with procurement and office supply processes, and ensuring accurate record-keeping in line with organisational standards and donor requirements.

Note:This is a Secondment opportunity in partnership with ACTED. As such, the contract of employment will be with ACTED, who will second the successful candidate to WHH under national employment contract in Jordan. Nevertheless, the recruitment process, including the interviews, will be handled by WHH. 

Purpose:

The Operations Assistant supports the smooth functioning of the office and project operations by providing administrative and logistical support, assisting with procurement and office supply processes, and ensuring accurate record-keeping in line with organisational standards and donor requirements. 

Key Responsibilities:

A. Office administration and logistics support 

• Support the day-to-day organisation of the office and facilities (meeting rooms, shared areas) to ensure they are well maintained and available when required. 
• Support logistics and administration for office/project activities (meetings, workshops, trainings, conferences), including venues, materials, refreshments and participant logistics, under supervision. 
• Follow up on office-related service needs (e.g., cleaning, maintenance, electricians, plumbers) and track requests until completion. 
• Record and distribute incoming and outgoing correspondence, including faxes, e-mails, parcels and hand delivered messages and monitor responses 
• Carry out translations upon request 
• Schedule drivers’ duty and allocate vehicles 
• Report damages of office equipment and organise and follow-up its maintenance and repair 
• Manage and maintain the guesthouse, ensuring it is clean, safe, fully equipped, and operational at all times (inventory control, minor repairs follow-up, service providers coordination, and check-in/check-out arrangements). 

B. Procurement support and office supplies 

• Support procurement processes by collecting quotations, preparing RFQs, comparing offers, and supporting filing and documentation, under the guidance of the responsible focal point. 
• Monitor availability of office supplies, spare parts and consumables (e.g., stationery, printer supplies) and organise timely replenishment in coordination with supervisor and Finance. 
• Follow up with suppliers/service providers on delivery timelines and outstanding items, keep internal requesters informed when required. 

C. Travel, visitors and permits 

• Support travel bookings and arrangements (hotel reservations, local transport, itineraries) in line with internal procedures. 
• Support accommodation and local transport arrangements for visitors when requested. 
• Support visa, residency permit and similar processes (document collection, appointments, follow-up) in coordination with HR/Admin 

D. Assets, inventory and basic IT/equipment support 

• Maintain and regularly update inventory and asset lists, support tagging, handover forms and periodic physical checks. 
• Support basic office equipment and IT arrangements (computers, printers, internet devices)  
• Support organisation and upkeep of storage areas and basic logistical arrangements. 

E. Finance and payments support 

• Support the payment of small bills (petty cash / minor office expenses) in coordination with the Finance Department, ensuring receipts are collected, documented, and filed. 
• Support the scanning, archiving, preparation of documents for signature and other similar tasks upon request of senior finance officer.