Operations Support Officer At Ark Group

Location: Based in Port au Prince, Haiti. Applicants must have residency and the right to work in Haiti.

Reporting to: Project Manager.

Role type: Full-time, 1-year fixed-term contract with the potential for renewal.

Closing date: 13 August 2024

ABOUT ARK

ARK is a social enterprise, empowering local communities through the provision of agile and sustainable interventions to create more excellent 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 THE ROLE

ARK is currently supporting the delivery of capacity building for security actors in Haiti and Jamaica, as well as delivering development and stabilization programming through a team based in Haiti. As an Operations Support Officer at ARK, you will directly support and enable the project team in Haiti and Jamaica to achieve their objectives while minimizing operational, commercial, and compliance risks. Collaborating closely with the heads of department, the regional procurement manager, the project manager, and project team, you will provide support services including, but not limited to, administration, procurement, logistics, travel, HR and compliance guidance to support and enable project objectives.

KEY RESPONSIBILITIES

Procurement and Logistics:

• Lead on project procurement and logistics needs, ensuring compliance with internal policies.
• Issue purchase requests, comparative bid analysis, request for quotation and proposals, and other competitive tenders in line with internal procurement policies and procedures.
• Evaluate offers and draft procurement recommendations together with project teams.
• Negotiate with suppliers to achieve the best value for money.
• Review and provide guidance to project staff on statement of works.
• Draft and review contractual documents, such as purchase orders, services provision agreements and long-term agreements.
• Ensure accurate SharePoint filing for project procurement activities.
• Maintain project inventory in accordance with asset management policies and procedures.
• Ensure correct and timely supplier payment via submission of Payment Requests.
• Work closely with Finance and Head of Operations Support in providing documentation that enables timely financial reporting and donor audit preparation.
• Manage project vehicles in accordance with ARK’s vehicles policy.
• Keep track and replenish monthly project supplies and consumables.

Travel:

• Manage project travel bookings on ARK’s online travel booking tool.
• Project event organisation, including venue bookings.
• Compile travel supporting documents against travel invoicing.
• Arrange airport pick-ups for arrivals and departures of staff and stakeholders.

HR and Administration:

• Process project consultant invoices and the requisite payment requests to the Finance Department.
• Monitor personnel contract expiry and extension dates and report to HR to ensure continuity of service.
• Support with consultancy contracting.
• Manage project petty cash.
• Support project audits.
• Supporting with onboarding and offboarding employees and consultants, including training on internal systems and processes

SKILLS, KNOWLEDGE AND EXPERIENCE REQUIRED:

Essential:

• High school diploma
• High level of written English
• French speaking
• At least 2 years of working in a similar administration/procurement role
• Experience of working in a grant funded environment or working in a compliance focused organisation.
• Pre-existing right to reside and work in Haiti
• Competent user of MS Office, SharePoint, and other SAAS systems
• Attention to detail, ability to work independently and meet tight deadlines.

Desirable:

• Bachelors degree in a relevant field such as Business, Supply Chain, International Studies
• Experience working on Global Affairs Canada, USG or HMG funded projects.
• Experience of working in a Police, Military, Medical or other uniformed service.
• Recognised vocational qualifications in HR, procurement, or administration with a professional body.

Why join ARK?

• Impactful Work: Your expertise will directly impact the lives of those in need.
• Global Reach: Collaborate with international experts and local stakeholders.
• Innovation: Engage in pioneering solutions for 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 out 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 or 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 this 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.