Operations and Admin Officer

About the role

Jordan Open Source Association (JOSA) is looking for an Operations and Admin Officer to keep its day-to-day operations running smoothly and in line with its policies and donor requirements. The role covers procurement, office and logistics, administrative records and HR administration, and supports finance with complete, audit-ready documentation. It reports directly to the Executive Director.

Key responsibilities

• Procurement: run procurement according to JOSA policy (RFQs, offers, bid analysis, purchase orders, service contracts), maintain a vendor list and procurement files, and manage office service contracts and renewals.
• Office management: supplies, maintenance, utilities, security and access.
• Logistics: organize venues, catering, travel and accommodation for events, trainings and workshops, and arrange staff and consultant travel including per diems and approvals.
• Maintain the fixed asset register, including tagging, assignment and annual physical count.
• Prepare payment requests, manage petty cash and reconcile it monthly with finance.
• File contracts, procurement, HR and admin records digitally and physically, keep correspondence and certificates up to date, draft letters, memos and minutes, and follow up on foreign funding grant applications to MoDEE.
• 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, process leave requests, and share monthly leave and attendance reports.
• Screen applications, schedule interviews, and prepare offer letters and employment and consultancy contracts, tracking renewal dates.
• Handle onboarding and offboarding, including checklists, workspace setup, account management, asset return and exit interviews.
• Coordinate with finance on payroll inputs (timesheets, attendance, leave, changes) and track Social Security and health insurance enrollment.

Required profile

• 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 basic Jordanian labour law.
• Strong organization and documentation skills with close attention to detail.
• Fluent Arabic and adequate written and spoken English; preferred.

Preferred skills

• Experience with donor procurement rules (EU, USAID, UN agencies).
• Experience with HR or leave-management tools and QuickBooks.
• Experience with event and travel logistics.

To apply, candidates use the application form provided on the posting.