JOB TITLE: Administration Officer
LINE MANAGER JOB TITLE: Ilyas Ibrahim Mohamed, Chief of Party
DEPARTMENT: Corporate Services
LOCATION: Aden, Yemen
DIRECT REPORTS JOB TITLE(S): None
DATE: 24 May 2023

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 L&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 L&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.

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.

MORE ABOUT OUR COMPANY:

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.

Our People 

Our team covers a diverse range of professional backgrounds, from diplomacy, humanitarian, development and the military, to the UN, civil society groups, multilateral organisations, journalism and the private sector.

An ARK Person Is: 

Smart: We think deeply about things. We’re proud of our institutional knowledge and our grounding in rigorous research, which we use to make informed decisions.

Humble: Our work leaves little room for pride or arrogance. Our operating environment is constantly evolving, and we recognise our limitations. We believe in and rely on the education and experiences of others while remaining quick to read, invite feedback, and ask sensible questions.

Accountable: Each of us want ARK, its partners, and beneficiaries to succeed. This means taking initiative, assuming ownership when necessary and never giving up on our beneficiaries. We are committed and accountable, to both our donors and the communities we serve.

Collegiate: We know we are stronger together, and that every contribution counts. We trust each other and always support each other.

Outspoken: We tackle diverse challenges, and we always want to find the best solution to a problem. We aren’t afraid to share our opinions and we want to hear those of others too.

ARK Group is an equal opportunity employer. We actively seek a diverse applicant pool and encourage candidates of all backgrounds to apply. ARK Group does not discriminate on the basis of ability, age, gender identity and expression, national origin, race and ethnicity, religious beliefs, or sexual orientation. We welcome all kinds of diversity. ARK Group places human dignity at the centre of its development and stabilisation work and is thus committed to the protection from sexual exploitation and abuse of children and adults. All ARK Group employees and related-personnel are expected to share this commitment, and only those who also uphold these values will be recruited as part of our team. This vacancy is therefore subject to a range of due diligence checks.