Operations and Procurement Officer

  • Posted on 24 April 2019

Job Description

Project Summary:

The Northeast Syria Agriculture and Livelihoods Partnerships (ALP) project will build resilience within target communities in Northeast Syria, specifically in providing increased access to opportunities for economic revival and food security while strengthening the capacity of civil society organizations to play a key role in supporting locally generated gains. The project will apply a three-pronged approach of – (i) providing technical assistance to develop the capacity of agriculture and livelihood production in participating communities; (ii) training on effective value chain and access to markets; and (iii) creating safe spaces for community cooperation and coordination of resources.

Position Summary:
The Operations and Procurement Officer (OPO) will be based in Erbil, Iraq, and will report directly to the Operations Manager. The OPO Officer will provide administrative support with the overall target to maintain efficiency in program activities and ensuring full compliance with Creative internal policies and procedures. The OPO will also provide guidance, advice and support to ensure procurement processes are effective, efficient, and ethical and provide the best possible value to Creative.

Operations Responsibilities:

  • Support the Operations Manager in daily office management, including logistical and administrative support, and drafting communication to local partners and subcontractors;
  • Assist with all aspects of general office coordination; coordinating appointments, preparing/disseminating materials, translating and formatting letters and presentations;
  • Ensure all employee files are complete and stored properly;
  • Assist with implementation of HR procedures, supporting recruitment processes and attendance tracking; review timesheets and leave requests, publish vacancy announcements, interview scheduling, candidate longlisting, conducting reference checks; assisting onboarding, orientation and off-boarding;
  • Conduct research, compile data, and prepare reports as requested;
  • Updating Liaison Office Contact List, Phone Tree and Employee Database on a regular basis;
  • Coordinate domestic travel and hotel arrangements related to program activities. Ensure all travel requests are responded timely, efficiently and arrangements are in compliance with Creative procedures;
  • Review invoices, draft payment requests for operational expenses, office supplies and stationary; and
  • Perform duties, as assigned by the Operations Manager that are consistent with the overall focus of the assignment.

Procurement Responsibilities:

  • Ensure that all commodities ordered meet the funder/client’s procurement and quality policy on product, availability, and other product’s quality consideration;
  • Prepare purchase orders and purchase requisitions to order materials, goods and supplies;
  • Manage the procurement process, including sourcing, bidding, and contract management;
  • Proactively identify issues with day-to-day ordering processes and resolve and/or communicate the issues to management in a timely manner, as needed;
  • Lead the troubleshooting of vendor and/or order-related challenges and define and implement corrective action in case of irregularities;
  • Ensure products are delivered in accordance with purchase order terms and conditions,
  • Proactively identify procurement activities potentially impacting the project’s ability to perform its duties and advise the necessary stakeholders.
  • Adhere to established procurement policies and standard operating procedures; and identify opportunities for continuous improvement;
  • Perform procurement duties in a transparent and ethical manner;
  • Prepare and monitor any procurement activities including Request for Proposals and Quotes;
  • Responsible for complying with applicable contract and sponsor requirements and following all Creative policies and procedures; and
  • Perform other duties and functions as assigned.

Key Qualifications:

  • At least two (2) years’ work experience in administration, procurement or operations; experience with international organizations or Non-Governmental Organizations preferred;
  • Bachelor’s degree in Human Resources, Business Administration or other relevant field;
  • Fluency in English required;
  • Arabic and/or Kurdish language skills required;
  • Good working knowledge of Microsoft Office applications, including Word, Excel, Access PowerPoint, Outlook; and
  • Detail oriented, excellent ability to plan and follow up.

Local and regional candidates are strongly encouraged to apply.

Position contingent upon donor funding.

About the Organization

Creative Associates International is a dynamic, fast-growing global development firm that specializes in education, economic growth, democratic development and post-crisis stabilization. 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.

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