TITLE: Administrative and Operations Officer  

Conditions 

This position is based in Aden, Yemen. This position may require periodic travel outside Aden. 
 
General Summary 

• Based in Aden, The Administrative and Operations Officer will assist the management team in its daily administrative work.

Principle Duties and Responsibilities 

• Perform administrative duties such as photocopying, scanning, and copy-editing documents
• Arrange, schedule, and contact participants of internal/external meetings/appointments, maintain and update network calendar, and participate in and take minutes of meetings when requested.
• Ensure that personnel files are complete and updated as per Chemonics HR filing system at SharePoint.
• Assist with the recruitment process by advertising positions, creating a longlist, calling the candidates and arranging for the test and interviews, following reference checks, onboarding and staff orientation.
• Supervise the cleaners and oversee maintenance of Chemonics’ office.
• Assist in organizing the office layout and in maintaining supplies of stationery and equipment.
• Ensure all procurements meet PAR form specifications, including required payment documentation, before completing and submitting for payment.
• Maintain good relationships with local vendors and service providers to ensure they fully understand the procurement process, systems and requirements for working with Chemonics.   
• Maintaining and updating the inventory tracker whenever new inventory is purchased, lost, stolen or broken inventory and changing in staff using inventory with the IT Officer.  
• Coordinate with respective building management as necessary on office issues. 
• Monitor the proper use of logbooks by drivers and authorized drivers on a daily basis according to the movement plan tracker and provides feedback to line managers and drivers.
• Follow up on HR matters; such as pending payments, leave and attendance, medical reimbursement, exit form, etc.
• Assist with onboarding and training plan and keep it up to date.
• Perform other tasks as requested.

Job Qualifications

• Bachelor’s degree certified by the Ministry of Higher Education in Business Administration, Public Administration or a related field is required,
• A minimum of 3 years of relevant experience in an equivalent position
• Prior international donor project experience is preferred
• Computer literacy in word processing, spreadsheets and preparation of graphs, tables, charts with Microsoft Office (including Word, Excel, and PowerPoint) and QuickBooks is necessary
• Professional level in English and Arabic is required.  

Supervision

The Administrative and Operations Officer will report to the Administration and Operations Manager.