Chemonics International
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Background
Chemonics is an international development consulting firm that promotes meaningful change to help people live healthier, more productive, and more independent lives. Chemonics��� mission is driven by our commitment to service ��� to our mission, our beneficiaries, and clients, and our staff. Working under contract with USAID and other aid donors, Chemonics designs and implements development projects in many of the world���s developing countries.
The Iraq Durable Communities and Economic Opportunities (DCEO) is a United States Agency for International Development (USAID) program implemented by Chemonics International in Iraq. DCEO aims to support vulnerable communities to build community resilience against destabilizing factors by increasing their adaptive capacity and economic well-being. The project consists of two objectives. Objective 1, Adaptative capacity of vulnerable communities increased is achieved through two components. Component 1.1 seeks to mitigate drivers… of conflict in targeted communities and Component 1.2 seeks to enhance community leadership of inclusive local development. Objective 2, Economic well-being of communities advanced, will rest on the assessments, analysis, foundations, and groundwork of Objective 1.
REPORTING: The Operations and Admin Assistant will report to the Operations Manager
Responsibilities
��� In collaboration with the operations manager assist in coordinating meetings and training events, including selection of venue, negotiations with vendor and reimbursement of training participants in accordance with Chemonics and USAID policies
��� In collaboration with the operations manager, assists with procurement procedures by collecting quotations from vendors and ensuring deliverables are received in a timely fashion and are up to the standards and specifications agreed upon in the contract
��� Serves as petty cash custodian and undertakes petty cash management and reconciliation duties; assists the finance team with occasional auditing of expenses such as phone invoices and travel vouchers.
��� Ensures detailed completion and filing of all procurement documentation including but not limited to PARs, RFQs, BPAs, PO, etc.
��� In collaboration with operations manager, supports the HR department with staff timesheets submission and ensure that they are filled out correctly. Helps ensure employee leave requests are filed, assists with any recruitment needs as requested.
��� Support the Operations Manager in tracking of assets and management of equipment receipt forms. Ensure equipment is delivered to new staff and returned in good condition when staff depart the project.
��� Assist with local market surveys; gain knowledge and understanding of the availability of supplies and services and price of local items.
��� Ensure appropriate documentation in place to record transfer of responsibility of asset and keep track of all current equipment holders.
��� Work with procurement team to enable smooth process and immediate notification when a new asset or equipment is purchased.
��� Archive all documents relating to different Assets transactions (Goods receive note, transfer sheet, gift certificate, loss, theft etc.)
��� Maintain inventory records deliveries, receiving, issuing, returning and keep up to date record of all DCEO assets.
��� In collaboration with operations manager preparing official letters that addressed to the governmental entities as requested and coordinated with all department to create a proper archiving and reference���s number system.
��� Coordinate with the Operations Assistant-Baghdad and Operations Manager to ensure that all the visas, tickets, accommodations and transportations are secured for staff by updating a travel tracking system for expat travel.
��� Support the HR Department with staff onboarding and departure logistics, including completion of any staff departure checklists
��� Coordinate with all the employees to collect the required documents and information and cooperate with the operations manager to prepare and submit the monthly JCC access facilitation letter.
��� Responsible for maintaining stock of office stationery and household materials and order when needed, provide general administrative and logistics support to project staff.
��� Other duties as assigned
Reports to: Operations Manager
Staff reporting to this post: NA
QUALIFICATIONS
��� A diploma degree required; bachelor���s degree preferred.
��� Minimum of two years of experience in administration, operations or project management, prior experience working for international organization preferred
��� Ability to work in a professional and cordial manner with fellow staff members, visitors, and partner institutions including international and local NGOs, governmental entities, support organizations, and the general public
��� Experience working closely with multidisciplinary teams of junior and senior-level staff
��� Strong interpersonal skills and ability to work with culturally diverse staff.
��� Fluency in written and oral Kurdish and English is required and Arabic is a plus.
Application Instructions
To apply, please visit:
Operations and Admin Assistant_DCEO (smartsheet.com)
Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.
Note: We will be reviewing the CVs on rolling basis and the position can be filled even before the closing date.
Deadline Date
2022-01-31
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