ABOUT ARK:
ARK is a social enterprise, empowering local communities through the provision of agile and sustainable interventions to create greater stability, opportunity, and hope for the future.
We believe that strong, resilient communities are the foundation of local, national, regional and international development and stability and ultimately a safer, peaceful and more prosperous world. At ARK, we have delivered research and programmatic interventions validating this approach in over twenty countries since 2008. As a social enterprise we work in partnership with communities, our donors, and other implementers to build local capacities, generate opportunity and bring about sustainable change.
Learn more about our impact here: https://www.ark.international/impact
PURPOSE OF POSITION:
The primary role of the Administration Officer is to provide administrative and procurement support services to the Aden office. With a technical reporting line to the Corporate Services Department, the Administration Officer is integral in ensuring adherence to ARK and donor policies and procedures.
KEY RESPONSIBILITIES:
Administration and HR Responsibilities
- Serve as the primary point of contact for local law and compliance inquiries, including assistance to HR in adhering to local labor laws. This encompasses acquiring work permits for expatriate staff and registering local personnel.
- Coordinate with the local auditor and finance department to ensure that Payroll reporting is conducted in a punctual and efficient manner.
- Assist with administrative tasks related to candidate interviews, including the preparation and coordination of such meetings.
- Oversee the management of office lease agreements and compulsory insurances, including public liability, workmen compensation, and fire and perils insurance policies.
- Provide logistical support for project-related meetings and other sessions in collaboration with the project team.
- Oversee the smooth operation of the Aden office, maintaining office supplies and essential services such as water, electricity, generators, CCTV, air conditioning, and internet connectivity.
- Facilitate the procurement department in arranging travel for project teams, ensuring seamless logistics and coordination.
- Oversee the management of Aden office's petty cash, ensuring responsible handling and record-keeping.
- Monitor contract expiry and extension dates related to the office to ensure uninterrupted service provision.
Procurement Responsibilities
- Conduct advance planning of procurement needs with the project team and inform the Lamp;P department of timelines for acquiring goods and services.
- Responsible for identifying and building a portfolio of potential suppliers within Yemen, evaluating their capabilities, conducting local due diligence, sourcing informal quotations, and acting as a conduit for communication between the wider Lamp;P department and local suppliers.
- Build and maintain strong relationships with local suppliers in Yemen, manage and monitor vendor performance, resolve issues and disputes, and foster collaborative internal and external relationships to develop a reliable supply chain.
- Assess and mitigate procurement risks specific to Yemen, such as political instability, security concerns, and regulatory compliance. Ensure adherence to ARK’s procurement protocols, Donor obligations (USAID), ethical standards, and local and national legal requirements.
- Manage and maintain ARK’s inventory of assets, equipment and supplies in accordance with ARK policy ensuring periodic checks are carried out and reported. Ensure all items are listed on ARK’s master inventory and disposal procedures are strictly followed.
Requirements
SKILLS, KNOWLEDGE AND EXPERIENCE:
Essential
- Familiarity with labor law and legislation related to company registration.
- Experience in dealing with local banks in a commercial setting.
- 3+ years of hands-on office administration and bookkeeping experience.
- Knowledge of generally accepted accounting principles
- Excellent Excel and Word skills.
- Solid knowledge and understanding of competitive procurement procedures.
- Attention to detail, able to work independently and under tight deadlines.
- Effective communicator, active learner and team player.
- Fluent in both written and spoken English and Arabic.
Desirable
- Degree in the field of Business Administration or Procurement.
- A minimum of 3 years of experience in a similar role.
Benefits
MORE ABOUT OUR COMPANY: