Position Overview:

The Operations Assistant provides administrative, logistical and coordination support to ensure the smooth functioning of SEP II. The Syria office for SEP II will be newly established in Damascus and will act as the central hub for coordination, operations, management and support to field teams. The Operations Assistant will play a critical role in ensuring the efficient functioning of the office, particularly through maintaining the office space and operational systems, assisting with procurement and administration. This role works closely with project teams, vendors, service providers and ensures compliance with Chemonics policies and FCDO standards and regulations.

Principle Duties and Responsibilities (Essential Functions):

Office Administration

Support the physical set up of the Syria office, including procurement of furniture, equipment and supplies.
Fulfil office management duties including maintaining and procuring office supplies and equipment.
Support the establishment and implementation of office management systems for efficient operations.
Supervise vendor responsible for the cleanliness of the offices, hallways, kitchen, restrooms, and meeting rooms on a regular basis to meet health standards.
Offer and serve refreshments/beverages to office visitors.
Support in maintaining relationships with office building management and maintenance.
Receive all visitors and telephone calls and direct them as necessary.
Maintain a professional and functional office environment.
Operations, Procurement and Compliance Support

Support the development and management of vendor contracts and service agreements.
Draft project procurement documents including procurement action requests, negotiation memos, purchases orders, RFQs or RFPs, and fixed price subcontracts.
Track procurement requests and ensure timely delivery of goods and services.
Assist in inventory tracking and management of all project property.
Review vendor invoices and prepare payment packages as needed.
Clerical and Administrative Support

Maintain and update SharePoint folders.
Perform administrative tasks such as photocopying, mailing, scanning and printing.
Receive and distribute accordingly any relevant mail and packages received at the office address.
Logistics and Travel Coordination

Assist in coordinating travel and hotel accommodations for project staff and short-term consultants.
Assist in the setup and coordination of meetings, workshops and other project related events, ensuring all logistical details are arranged (e.g. venue, catering and transportation).
Perform other duties as required or assigned.

Qualifications & Experience:

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills, and/or abilities needed to perform the principal duties.

2–4 years of experience in administrative or operations roles.
Familiarity with donor-funded projects and procurement procedures is an asset.
Strong organisational and multitasking abilities.
Ability to work in a professional and cordial manner with fellow staff members, visitors, partner institutions including international and local NGOs, governmental entities, support organisations, and the general public.
Ability to work independently with minimal supervision, to prioritise multiple work assignments in an extremely fast-paced environment, to meet deadlines, and to exercise professional judgment that reflects positively on the team.
Proficiency in Microsoft Office and project management tools.
Fluency in Arabic, with strong speaking and writing skills in English.
Has the right to work in Syria and based or willing to be based in Damascus.

Please send your resume/CV