Regional Support Coordinator – Middle East

Based in Amman, Jordan

This job offer is only open to Jordanian staff.

ABOUT BSF

Created in 2007 by historian Patrick Weil, Libraries Without Borders empowers vulnerable populations by facilitating their access to information, education and culture. The association deploys inclusive and innovative projects in more than thirty countries around the world in order to enable people hit by crises and precariousness to learn, have fun and (re)build their future. Thanks to its innovative tools, its content library and its expertise in mediation, BSF and its partners are tackling the major issues of the 21st century such as education, reading and culture, citizenship and social cohesion, health, employment and entrepreneurship.

At BSF, recruitment decisions are made based on the skills and qualities of candidates in relation to the needs of the association in a respectful and inclusive process. BSF recruits and employs people regardless of their gender identity, sexual orientation, religion, cultural or ethnic origin, or disability.

POSITION CONTEXT

After 17 years of action, Libraries Without Borders is scaling up to respond to the emergency: our goal is to triple our operational volume by 2030, to transform the lives of 3 million people through our projects. Libraries Without Borders also aims to become a leading player in the invention and dissemination of effective educational and social policy instruments on a global scale, at a time when they have never been more necessary.

One of the key elements of this strategy, called “Horizon 2030”, is based on strengthening the presence and action of Libraries Without Borders as close as possible to its beneficiaries and partners. It is in this context that Libraries Without Borders is strengthening its presence in the Middle East in 2024 with the creation of a Middle East regional office, headquartered in Amman. BSF is currently implementing projects in Lebanon, Palestine, Syria, Turkey and Jordan.

In this context, Libraries Without Borders is recruiting a Regional Support Functions Coordinator based in Amman, Jordan.

POSITIONING IN THE ORGANIZATIONAL CHART

The Regional Support Coordinator reports to the Regional Director for the Middle East and works closely with the Regional Programme Coordinator.

He/she also works very closely with the administrative/financial, HR and logistics departments at headquarters.

He/she supervises the staff in charge of administrative, financial, HR and logistics management based in Jordan and supports the staff in charge of administrative, financial, HR and logistical management based in the other countries of intervention in the region. He/she provides direct management in areas without dedicated staff.

MAIN MISSIONS

Ensure rigorous management of HR, administration, finance and logistics in compliance with national legislation, BSF policies and procedures and donor procedures.

1.Finance & Administration

• Ensure compliance with national legislation and BSF and donor procedures
• Lead BSF’s registration process in new countries of operations whenever required
• Prepare financial reports for donors
• Create Standard Operation Procedures based aligned with HQ practices and donor compliant
• Support the Regional Director in defining his financial strategy to ensure the financial stability of the region
• Establish budgets and administrative documents related to projects
• Ensure the monthly budget follow-up in conjunction with the administrative department of the headquarters
• Track and analyze cost allocation
• Ensuring that the region’s accounts are kept properly
• Oversee the monthly closing, review and integration of the region’s accounts
• Supervise cash flow and ensure proper replenishment of the account and cash registers.
• Oversee the management of cash and safe deposit boxes and ensure the security of funds and fund transfers
• Prepare and support audits in conjunction with the administrative and financial department at headquarters.
• Ensure the archiving of agreements and the follow-up of donor payments.

2. Human resources

• Ensure the application of the HR policies defined by the association and contribute to their continuous improvement
• Centralize data related to personnel management, oversee contract tracking and payroll payments
• Ensuring legal monitoring of HR-related issues
• Oversee the recruitment and onboarding of new hires
• Coordinate staff capacity building
• Be attentive to the issues raised by the teams and guarantee satisfactory working conditions

3Logistics

• Ensure the interface between the country offices and the purchasing and shipping department at headquarters: drafting and archiving of requisitions and purchase orders, follow-up of orders, receipts and shipments.
• Ensure compliance with procurement procedures and validation thresholds
• Management and follow-up of local calls for tenders, (call for expressions of interest)
• Monitor and optimize the logistics practices and procedures of the various offices.
• Monitor equipment (including communication tools) and inventory management.
• Monitor the car fleet in countries when existing and the implementation of log books/fuel consumption.
• Train teams on logistics procedures
• Support missions on the context analysis and implementation of monitoring tools to optimize security management, in conjunction with the Regional Director and headquarters.

PROFILE

• At least 3 years’ experience in financial, HR and/or logistics management in international solidarity
• Knowledge of the administrative and financial rules of donors, including the EU, AFD and the United Nations
• Fluency in Arabic and English is essential, French is a plus
• Excellent command of Microsoft Office Suite
• Good stress management
• Rigorous, organized and reliable
• Ability to work independently and proactively
• Sense of pedagogy
• Interpersonal and communication skills

RECRUITMENT CONDITIONS

Location: Amman, Jordan, with regular travel within the region

Type of contract : fix-term contract, under Jordanian law

Contract duration : 12 months, renewable

Start date: as soon as possible

Remuneration : Based on BSF salary grid and experience