Operations and Procurement Coordinator

Background:

Creative Associates International is a dynamic, fast-growing global development firm that specializes in education, economic growth, governance, 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.

Position Summary:

The Operations and Procurement Coordinator will be responsible for providing administrative, operational, and procurement oversight and support to ensure the program's operational aspects are implemented according to Creative and US Government policies, procedures, and regulations. This position will work on the FURAT III project based in Syria and will support both the Berlin and Syria teams.

Reporting & Supervision:

The Operations and Procurement Coordinator will report to the FURAT III Team Lead and will manage three operations/IT/procurement consultants in Syria. The position will also work closely with the HQ Program Management Unit (PMU), HQ Procurement and Field Operations Support Units, and other teams in Berlin and Syria.

Tasks

Primary Responsibilities:

• Serve as the primary point of contact for all Syria operations between Syria, Creative HQ, and Berlin-based staff.

• Ensure all operational issues are resolved quickly, and as necessary elevate problems to the Team Lead and/or HQ PMU team.

• Office Administration and Operations

• Manage all aspects of office operations in Berlin, such as:

• Day-to-day management of operational and administrative support.

• Preparing/disseminating office notices and SOPs.

• Manage office lease agreements and monthly payments in Berlin and Syria.

• Update and review all Berlin and Syria operations and compliance SOPs.

• Manage and oversee all aspects of Syria consultants procurement, including, but not limited to:

• Oversee the recruitment and procurement process of all Syria consultants.

• Draft and manage all Syria field staff contracts, amendments, and work orders.

• Manage onboarding and offboarding process for Syria field staff.

• Receive, review, and process Syria field staff invoices and payments.

• Responsible for entering requisitions for all local consultant agreements, modifications, work orders in ReQlogic.

• Ensure that Local Consultant hiring is conducted in accordance with established procurement policies and procedures.

• Inventory Management

• Manage all Berlin and Syria inventory by updating the inventory tracker in Creative’s Single Point and determining when and how to dispose of damaged/old equipment.

• Track all inventory use, handover and disposal and ensure all documentation is continuously up to date and saved on SharePoint.

• Travel

• Coordinate domestic travel and hotel arrangements related to project needs. Ensure all travel requests are responded timely, efficiently and arrangements are in compliance with US Government Department of State per diem and lodging restrictions.

• Procurement

• Lead all operations procurement (in Berlin and in the field): writing negotiation memos, bid analysis and TEC committee support, and drafting the contract.

• Provide oversight and support to programmatic procurement (in Berlin and in Syria): reviewing RFQs/RFPs, serve as the TEC Chair, writing bid analysis, negotiation memos and drafting contracts, etc.

• Coordinate HQ Procurement reviews and approvals process for any large procurements.

• IT Management and Support

• Coordinate the resolution of any IT issues/needs identified by staff in Berlin.

• Responsible for ensuring the Berlin and Syria contact lists are up-to-date.

• Other duties, as assigned by the Team Lead and/or HQ Senior Program Manager, that are consistent with the overall focus of the assignment.

Requirements

Required Skills & Qualifications:

• Bachelor’s degree, or equivalent, required in relevant field; relevant Master’s degree is a plus.
• Must have 4+ years of general work experience and 2+ years of specific experience in administration, operations, and procurement.
• Experience with international organizations or NGOs is required, experience with USG and FFO rules and regulations is preferred.
• Working proficiency in English required. Arabic and German language skills are a plus.
• Good working knowledge of Microsoft Office applications, including Word, Excel, Access PowerPoint, and Outlook.
• Detail-oriented, with excellent ability to plan and follow up.
• Must be legally authorized to work in Germany.

Qualified Female Candidates are strongly encouraged to apply

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Zuletzt aktualisiert am 19.04.2024