Job Description
Jordan Open Source Association (JOSA) is looking for a passionate and committed individual to join our team as an Operations and Admin Officer.
The Operations and Admin Officer keeps JOSA's day-to-day operations running smoothly and in line with its policies and donor requirements. The role owns procurement, office and logistics operations, administrative records and HR administration, and supports finance with complete, audit-ready documentation.
Tasks & Responsibilities
- Procurement, Operations, and Logistics
- Run procurement in line with JOSA's procurement policy (requests for quotation, offers, comparison/bid-analysis sheets, purchase orders, service contracts, follow up on delivery and/ services completion, documentation, etc.)
- Develop and maintain a vendor list and complete procurement files for every purchase.
- Manage contracts and renewals for office services (rent, internet, insurance, software subscriptions, etc.)
- Manage the office: supplies, maintenance, utilities, security and access.
- Organize logistics for events, training and workshops: venues, catering, travel, accommodation and participant support.
- Arrange staff and consultant travel, including bookings, per diem forms, and travel approvals.
- Maintain the fixed asset and equipment register, including tagging, assignment to staff and annual physical count.
- Prepare payment requests and supporting documents for finance to review and process.
- Manage petty cash and reconcile it monthly with finance.
- Administrative and Compliance
- Maintain an organized filing system (digital and physical) for contracts, procurement, HR, and administrative records.
- Keep official correspondence, registration documents and organizational certificates up to date and easy to find.
- Draft administrative letters, memos and meeting minutes when requested.
- Draft, submit, and follow up on foreign funding approval applications to the Ministry of Digital Economy and Entrepreneurship (MoDEE) for new grants, keeping a tracker of submission dates, status and approval letters.
- Ensure documents meet donor and audit requirements and support audit requests.
- Support compliance with Jordanian labour law and donor operational requirements.
- HR Administration
- Maintain leave balances for all staff, process leave requests, and share monthly leave and attendance reports.
- Support team leads and communication for post vacancies, collect and screen applications against criteria, schedule interviews, and prepare offer and contract documents.
- Draft and prepare offer letters and employment and consultancy contracts, and track contract end dates to prepare renewals on time.
- Responsible for the on-boarding and off-boarding of JOSA members (checklists, workspace and accounts; manage exit checklists and asset return, and exit interviews).
- Close coordination with finance unit for payroll input, including timesheets, monthly attendance, leave and change inputs to finance for payroll, and track Social Security enrollment and health insurance.
Reporting Lines
The Operations and Admin Officer reports directly to the Executive Director. They are expected to work closely with the Finance and Admin Manager, Program Managers, Communication, Tech unit, and colleagues within the Finance and Admin department.
Qualifications
Required
- Bachelor's degree in business administration, HR, public administration or a related field.
- At least 3 years of experience in operations, administration or procurement, preferably in an NGO or donor-funded organization.
- Working knowledge of procurement procedures and Jordanian labour law basics.
- Strong organization and documentation skills, with close attention to detail.
- Fluent in Arabic and adequately proficient in English, written and spoken.
Preferred
- Experience with donor procurement rules (e.g., EU, USAID, UN agencies).
- Experience with HR or leave-management tools and QuickBooks.
- Experience with event and travel logistics.
How to apply
Apply by filling this form.
About JOSA
JOSA is a social enterprise on a mission to make technology a force for good. We believe in Open Source; where collaboration fuels innovation to benefit everyone. We develop and promote open, transparent and accessible technology for the betterment of our communities.
JOSA is an equal opportunity employer. We value diversity and don’t discriminate on the basis of race, color, marital status, religion, national origin, gender, sexual orientation, age, or disability status.
