Program Assistant - Jobs in Amman, Jordan

Job Description

Financial Markets International, Inc. (FMI), the Implementing Partner for the USAID Business Growth Activity, is now seeking an SMEs Business Manager for the Activity.The USAID Business Growth Activity will enable Jordan?s small and medium enterprises to improve their productivity and competitiveness, create new jobs and innovations within a range of sectors, and advance Jordan towards a more prosperous, resilient, and inclusive future. Through a series of evidence-based interventions, the Business Growth Activity will support these enterprises with direct firm-level assistance and broad-based capacity building programs to mobilize millions in capital, and address constraints through advocacy and public-private dialogue that complements USAID?s policy reform initiatives. The activity strives to allow growth-oriented small and medium enterprises to reach new markets and buyers, increase collaboration along value chains, and improve efficiency and quality to meet demand. The activity will empower these enterprises to access tailored and competitively priced debt, equity, and new hybrid financial products to operate within a more responsive business environment better informed by public-private dialogue and advocacy. This will allow small and medium enterprises to engage women, youth, and persons with disabilities, and increase sales, exports, and broad-based job creation?Position SummaryThe Program Assistant supports the effective administration of BGA, supporting financial operations, office management, provision of vendor services, administrative functions, and other duties as required.Roles and Responsibilities:S/he will perform related responsibilities as required. S/he shall be responsible for, but not limited to, the tasks detailed hereunder:

• Responsible for the office reception, welcoming and recording names of visitors, and escorting visitors to the meeting areas or informing staff of their visitors.
• Responsible for escorting visitors up the restricted access elevator.
• Answer the multi-line telephone system, forwarding office calls to relevant staff members and taking messages as required.
• Coordinate transportation needs for the office, and maintain transportation calendar in close coordination with the Operations and Logistics Officer.
• Coordinate translation needs with program staff, obtain quotes and prepare selection memos for translation and prepare letter agreements, as required.
• Coordinate IT assistance and needs with staff, liaise with IT service provider to address IT issues.
• Responsible for arranging for meetings, training workshops and events, including producing event materials, sign-in sheets, assisting with logistics, procuring venues and services, transportation reimbursements and government approvals.
• Serve as a focal point and liaise with event participants as assigned (send participant invitations and follow-up with them by E-mail, fax and telephone to confirm their attendance, etc).
• Maintain staff shared calendar and update events and staff absence times.
• Manage the meeting room booking schedule.
• Receive and review vendor invoices for accuracy and submit to the Director of Procurement and Logistics along with the require paperwork for payment.
• Assist the Operations and Logistics Officer with travel arrangements including hotel and transportation bookings.
• Interact with vendors, i.e. caterers, travel agencies, etc. as required to facilitate program activities.
• Serves as main contact for utility companies and service providers including water, electricity, landlines, cell phones, internet, etc for routine maintenance and queries.
• Maintains inventory of consumable office supplies, stationary, etc.
• Maintains the status and stocking of office printers, including paper and toner levels.
• Conducts procurements for all office maintenance and supplies including gathering quotes, preparing selection memos and purchase orders, and maintains accurate electronic filing system.
• Assist the Operations and Logistics Officer in monitoring inventory items including furniture, IT equipment, and any others purchased for the activity.
• Assists the Director of Procurement and Logistics in reviewing staff timesheets and leave requests on monthly basis.
• Manage access to the office space, and ensure office opening and closing is made according to the scheduled office hours.

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