Mousa Alomar

• Providing capacity support to Area office Admin staff and Program staff in Raising PRs and GRN as needed in Peoplesoft.
• Contribute to the development of Admin-related SOPs for (NES) including Area offices.
• Ensure proper functioning and maintenance of the Country Office in compliance with health and environmental standards for the org.
• Responsible for ensuring that all necessary main office furniture, supplies, and associated items are in place for the office by working closely with the logistics department to ensure they are properly equipped and functional.
• Issuance of a requests to pay the utilities, running cost payments fees, tax…etc. for the main office.
• Act as the focal point for the contractual management of the org’s facilities in the Country Office and negotiating with the landlords and preparing rental contracts for approval by the Deputy Country Director.
• Liaising and communicating with the property owners, ensuring the necessary paperwork, and tracking and initiating facilities rental payments. In addition. Providing facilities contractual management support to all sub offices currently and in the future including Sur and Kisra sub offices.
• Responsible for receiving ALL bid envelopes from the vendors and ensuring that they are placed in the tender’s box in the main office.
• Supervising and following up with the administrative team (cleaners) to ensure the office is clean and within the required health standards.
• Managing the handymen to fully manage all office maintenance needs in the main office and in the sub-offices accordingly as well as guest houses in the area.

Covering Admin Officer Responsibilities in the Country Office from 01-Jun-24 till 30-Sep-24:

• Oversee housekeeping and maintenance of the premises, ensuring compliance with health and environmental standards.
• Maintain filing systems for administrative correspondence, including rental and lease agreements in the CO and sub Offices.
• Supervise housekeeping staff and ensure they meet cleanliness and safety standards.
• Ensure the proper functioning and maintenance of the office and guesthouses, including tracking rental agreements and monitoring energy usage.
• Supervise the Handyman to ensure proper follow-up on the CO office needs such as maintenance and repairs.

HR/Admin Responsibilities:

• Assist with HR tasks including staff induction, managing leaves for the staff, recruitment processes, and maintaining recruitment files for HR focal points.
• Coordinate with the HR team for job posting and placing vacancy announcements in approved locations.
• Support the HR team to create and maintain a good working environment in the office, bringing staff well-being concerns to management.
• Assist in the process of staff capacity building, performance management, identifying training needs, and providing mentoring support.
• Manage the attendance sheet and coordinate with HR team for proper handling of receiving and compiling information.
• Ensure the proper functioning and maintenance of the office and guesthouses, including tracking rental agreements and monitoring energy usage.
• Oversee housekeeping and maintenance of the premises, ensuring compliance with health and environmental standards.
• Manage petty cash for office and guesthouse supplies and maintenance, working with the Finance and Admin team.
• Liaise with IT and Logistics for event organization, such as meetings and equipment.
• Maintain filing systems for administrative correspondence, including rental and lease agreements.
• Supervise housekeeping staff and ensure they meet cleanliness and safety standards.

• Assist in recruitment processes, including posting job vacancies, screening applications, and scheduling interviews.
• Maintain and update employee records, ensuring accuracy and confidentiality.
• Support onboarding and orientation processes for new hires, ensuring they receive necessary documentation and training.
• Track and manage staff attendance, leave balances, and sick leave records.
• Prepare and organize payroll-related documents to ensure timely salary processing.
• Assist in coordinating performance appraisals and maintain evaluation records.
• Handle employee inquiries regarding HR policies, benefits, and procedures.
• Support in drafting HR-related communications, such as contracts, warnings, and termination letters.
• Organize and maintain personnel files both physically and digitally for compliance and easy retrieval.
• Assist in planning and coordinating staff training sessions and workshops.

Finance:

• Implement financial policies and procedures.
• Oversee salary preparation and ensure timely disbursement for casual staff.
• Conduct annual audits and reconciliation processes.
• Travel to camps and other work sites for payments.
• Review and verify payment records against the accounting system.
• Archive financial documents and submit hard copies to the GZT office.
• Assist in preparing and submitting monthly financial reports to donors.

Human Resources:

• Prepare and manage employment contracts and amendments, ensuring timely processing.
• Ensure all contracts are signed and properly archived in OneDrive.
• Oversee recruitment processes, including candidate selection and interviews.
• Ensure completion of all employment documentation, including policies and agreements.
• Maintain and monitor employee databases and attendance records.
• Track contract end dates, ensuring timely renewals, salary adjustments, and position changes.

• Ensure procurement processes comply with organizational policies and donor regulations.
• Plan and coordinate procurement needs with program departments to meet operational requirements.
• Review and process purchase requests, ensuring accuracy and completeness.
• Draft bid documents, organize bidding processes, and ensure compliance with procurement guidelines.
• Conduct bid evaluations and prepare bid analysis reports for approval.
• Negotiate with vendors to secure optimal pricing, quality, and delivery terms.
• Maintain and update vendor databases and long-term agreements (LTAs).
• Monitor and track all procurement activities to ensure timely delivery of goods and services.
• Coordinate logistics for transporting goods across locations, including customs clearance.
• Prepare documentation for items procured internationally and ensure compliance with import/export regulations.
• Maintain accurate records of procurement transactions and ensure proper filing for audit purposes.
• Monitor warehouse stock levels and ensure efficient inventory management.
• Conduct physical inventory checks regularly to verify stock accuracy.
• Ensure proper tracking, allocation, and reporting of asset movements.
• Prepare donation and disposal forms for obsolete or unneeded assets as required.
• Monitor fuel consumption for facilities, offices, and vehicles, ensuring proper record-keeping.
• Review and update the procurement tracking sheet to maintain accurate order status.
• Ensure that office utilities, such as electricity and internet, are monitored and recharged on time.
• Conduct periodic assessments of office and IT equipment functionality, arranging maintenance as needed.
• Coordinate transportation and fleet management, ensuring vehicle availability and maintenance.
• Support in preparing logistics plans for operational activities, including emergency response.
• Develop and maintain supply chain reporting systems for improved efficiency and transparency.
• Ensure compliance with safety and security measures in the handling and storage of supplies.
• Assist in preparing procurement-related reports, such as delivery, distribution, and consumption reports.
• Provide technical support and training to field teams on supply chain and procurement procedures.