Regional Operations Assistant MECA (Middle East and Central Asia)

Title : Regional Operations Assistant MECA (Middle East and Central Asia)

Organization Unit: Operations

Grade: SG 5

Reports To: Regional Operations Manager - MECA

Direct Reports: Liaison Assistant, Office Assistant

Starting Date : ASAP

Contract Duration: The position is offered on a fixed-term contract until 30 June 2027, with the possibility of renewal subject to satisfactory performance, continued operational requirements, and the availability of funding.

Mission Objective

Protestant Agency for Diakonie and Development(Evangelisches Werk fur Diakonie und Entwicklung- EWDE) – Diakonie Katastrophenhilfe (DKH) - with Type 1 Office in Berlin - Germany, is a humanitarian agency providing funds for emergency aid worldwide. DKHaspires to restore the life and hope of people in dignity. We empower our partners. Together, we invest in preparedness, response, and resilience. We take localization and partnership to the next level [1] by committing and aiming for equitable and long-term partnerships, [2] by shifting power to our partners and communities through transfer of decision-making and funding opportunities, and [3] by amplifying the voices of local partners and communities.

Since the end of 2021, DKH has been working on reorganizing its global offices, guided by the vision to strengthen regional and local structure: Operative decision-making power will be where operations happen and support DKH’s mission to empower our partners and engage in localized humanitarian assistance. DKH overcomes geographical boundaries and understands itself as one organization.

DKH’s Middle East and Central Asia Hub, based in Amman, Jordan, provides comprehensive program support to DKH Programs and local partners in the region. The hub also referred to as the MECA Type 2 Office, has four units: [1] Type 3B - Middle East Program (MEP) Unit, [2] Type 4A – Pakistan and Afghanistan 3] Type 2 Operations Unit, [3] and Type 2 Program Support Unit

The Type 2 Operations Unit provides technical and administrative support on the management of financial, administration and human resources (HR) services in the MECA Hub, with more attention being provided but not limited to Amman – Jordan Office. In that capacity, the unit manages the implementation of policies and processes to support DKH Teams in the region in the conduct of DKH’s operations, ensuring that these are aligned with existing Global, Regional and Country program strategies, national legislation and DKH’s global policies, standards and procedures. The Type 2 Operations Unit is also involved in supporting the needs of international staff, as well as coordination with external partners in terms of administrative support, capacity strengthening and control.

The Regional Operations Assistant, reporting to the Regional Operations Manager - MECA, contributes to the effective functioning of the Asia Hub by supporting the operations including office logistics, procurement, IT coordination, facilities management, staff support, HR administration, and travel arrangements. Acting as a key liaison with vendors and service providers, the role ensures regulatory compliance, operational continuity, and efficient service delivery. Working in close collaboration with the Operations e, and Program teams, the Regional Operations Assistant r supports a well-coordinated, responsive, and compliant Operational environment that enables the organization to fulfill its mission.

Duties And Responsibilities

1. Purpose : EXECUTE INTRICATE TRANSACTIONS

• Gather and maintain documentation related to procurement, administrative services, vendor contracts, and office equipment—including the coordination of leased assets such as the office vehicle—to support efficient operations and compliance.
• Review purchase requests, quotations, and service agreements to ensure adherence to procurement guidelines, value-for-money, and operational readiness.
• Compile accurate inventory records and updates on office assets and equipment to ensure accountability and consistency with administrative and financial records.
• Summarize logistical and administrative requirements for onboarding, travel, internal events, and office functions to ensure smooth coordination across teams.
• Examine the condition and use of facilities, IT systems, and leased equipment, identifying operational gaps or needs for maintenance, renewal, or process improvement.
• Assess HR administrative requirements related to work permits, residencies, and visas for international staff, ensuring timely submission and adherence to regulatory requirements.

2. Engagement : INFORM

• Inform internal teams and service providers of upcoming logistical or administrative needs to ensure timely delivery of goods, services, and support for daily operations.
• Notify relevant departments of confirmed travel and accommodation arrangements, providing clear logistical details to facilitate staff movement and compliance with travel protocols.
• Explain office procedures and resource availability to newly onboarded staff, supporting a smooth integration process and proper use of administrative systems.
• Communicate routine updates to Finance, HR, and Program teams on procurement status, IT support actions, and office supply levels to maintain operational flow.
• Clarify administrative expectations and coordination processes for regional events or cross-office initiatives, ensuring aligned support and logistical readiness.
• Describe technical issues and IT service needs to the DKH Berlin IT Team, acting as the central point of contact to facilitate timely support and maintain effective digital operations at the Asia Hub.
• Clarify compliance requirements from internal and external actors (e.g., legal advisors, Ministry of Labor, DKH Berlin) and advise internal stakeholders to maintain legal and procedural alignment.

3.Delivery : PRIORITIZE AND SELECT

• Process incoming and outgoing administrative documentation to ensure smooth workflow between departments, external service providers, and regulatory bodies, maintaining accuracy and traceability.
• Sequence administrative support tasks and internal communications by priority and urgency, delivering timely assistance across departments based on operational needs.
• Review formal documents requiring Arabic–English translation for completeness and accuracy before submission to local authorities or service providers, supporting effective communication for international staff.
• Validate administrative, HR and financial documentation, including reimbursements and service agreements, by coordinating with Finance and ensuring compliance with internal standards and partner expectations.
• Deliver consistent communication on HR procedures, legal obligations, and administrative processes to ensure all staff remain informed and compliant.

Skills

Target Skills Profile

1.Substantive Knowledge : PROFICIENT- Standard knowledge of substantive functions, in increasingly complex or diverse settings.

• Solid understanding of administrative procedures including procurement, office logistics, inventory tracking, Jordanian labor law to HR practices, work permits, residencies, visa application processes in Jordan and document management.
• Familiarity with vendor and service contract administration, including renewal timelines, compliance checks, and coordination with finance and procurement teams.
• Knowledge of standard office operations, facilities maintenance, and coordination of travel and accommodation logistics.
• Awareness of basic financial and procurement documentation, such as purchase requests, payment processing, and invoice tracking.
• Understanding of administrative compliance requirements, including local office regulations, basic labor law implications for administration, and internal policies.

2.Communication Skills : PROFICIENT- Standard knowledge of substantive functions, in increasingly complex or diverse settings.

• Diplomacy and cultural sensitivity, strong negotiation and conflict resolution skills.
• Excellent communication and interpersonal skills, and the ability to establish and maintain effective working relationship with colleagues, partners, and donors.
• High ethical standards, commitment to the values of the Humanitarian sector.

3.Excutive Skills : PROFICIENT -Standard knowledge of substantive functions, in increasingly complex or diverse settings.

• Excellent organizational and time management skills, with the ability to prioritize and organize administrative tasks across competing timelines to maintain operational continuity.
• Strong attention to detail and process execution, with the ability to accurately handle documentation, service requests, and logistical support in accordance with established administrative protocols.
• Proven ability to manage office workflows and records systematically ensuring clear communication and document flow and timely response to internal administrative needs.
• Solid understanding of internal administrative procedures, with experience in reviewing and validating procurement forms, travel logistics, and service contracts to ensure accuracy and compliance with internal procedures.
• Demonstrated ability to coordinate effectively with internal departments and external service providers delivering timely completion of administrative responsibilities with minimal supervision.

4.Targeted Specialized Knowledge

• Diploma or bachelor’s degree in business administration, Public Administration, Management, or a related field.
• Certification in Microsoft Office Suite and digital collaboration tools; with demonstrated experience in supporting digitalization of administrative systems.
• Fluency in Arabic and proficiency in English (spoken and written) are required.

Final Comments :

Interested candidates are invited to update their CVs and submit a cover letter through Bayt.com. Applications should clearly demonstrate the candidate’s relevant qualifications, experience, and suitability for the position. Only shortlisted candidates will be contacted for the next stage of the recruitment process.

As part of our commitment to safeguarding, Diakonie Katastrophenhilfe (DKH) is committed to preventing all forms of unwanted behavior in the workplace, including sexual exploitation, abuse and harassment (SEAH), lack of integrity, and financial misconduct. DKH is equally committed to promoting the welfare and safeguarding of children, young people, adults, and affected communities with whom we work. We expect all staff and volunteers to uphold these commitments and adhere to the organization's Code of Conduct.

Please note that any offer of employment will be subject to satisfactory references and the successful completion of appropriate pre-employment screening, which may include criminal record and terrorism financing checks. DKH also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS).

In accordance with this scheme, we will request information from your previous employers regarding any substantiated findings of sexual exploitation, abuse and/or harassment, as well as any related investigations that were ongoing at the time your employment ended.

By Summitting an application, Applicant acknowledge that he/she has read, understood, and accepted these recruitment and safeguarding procedures.