Stipend and Equipment Coordinator

Background:

Creative Associates International is a dynamic, fast-growing global development firm. Based in Washington, D.C., Creative has a field presence in more than 25 countries with a strong client portfolio that includes the U.S. Agency for International Development and the State Department, among others. Since its founding in 1977, Creative has earned a solid reputation among its clients and is well-regarded by competitors and partners alike.

Position Summary:

The Stipends and Equipment Coordinator oversees the process of paying monthly stipends to beneficiaries. The role requires significant attention to detail in the verification of stipend lists, checking of signatures and accurate keeping of records on behalf of the program. In addition to providing intensive support to beneficiaries to account for all equipment in their possession, and to ensure that all equipment inventories are accurate, and that equipment needs are adequately communicated.

Reporting & Supervision:

The Stipends and Equipment Coordinator will report to the Implementation Manager.

Primary Responsibilities:

Stipends Arrangements:

• Ensure that beneficiary lists are updated on a monthly basis in the master bio data;
• Ensure timely preparation for monthly stipends and ensure all stipends reporting deadlines are met;
• Ensure accurate and timely monthly reports and update the master report;
• Monitor/verify the implementation and maintenance of signatures sheets regarding to the payment.
• Ensure cash requests for stipends are submitted with ample time before scheduled payments
• Ensure accurate and appropriate recording and analysis of stipends.
• Prepare and/or review Payment requests and ensure that all the necessary documentations are attached and approvals present before submitting for payment.
• Prepare verification reports and provide reports about the stipends to both Monitoring and Evaluation (M&E) and Research Teams.

Equipment Verification:

• Complete equipment inventory list, with the location of each item of equipment and the serial number. Highlight any items that are missing and the reason why.
• Liaise with the beneficiaries regarding requests for equipment
• Update and maintain database with equipment inventory information
• Carry out verification for all equipment and prepare detailed reports
• Support the equipment verification process by documenting and recording all outcomes
• Provide equipment distribution excel track containing all updated information such as equipment status and equipment distribution
• Maintain a file database of photographs and other documentation related to equipment, sorted by station and date, in both English and Arabic.
• Responsible for providing reports about equipment for both Monitoring and Evaluation (M&E) and Research Teams.

Required Skills & Qualifications:

• A bachelor’s degree
• A minimum of 3 years’ experience working in humanitarian or international development organizations
• Excellent communication and organizational skills and ability to communicate effectively with different teams and beneficiaries
• Highly skilled in Microsoft Office package
• This position is for Jordanian and Syrian nationals with good Arabic and English skills in both writing and speaking
• Experience in drafting documents in both Arabic and English
• Able to work with cross-border projects either in private sector, NGOs or International organization.
• Valid work authorization for Jordan