Location: Aden, Yemen 

Reporting to: Deputy Chief of Party  

Contract type: 1-year fixed term renewable

Closing date: 3rd of October 2024.

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 Support Service Officer is to provide administrative, IT and procurement support services to the Aden office. With a technical reporting line to the Corporate Services Department, the Support Service 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.
• Coordinate with the finance department to ensure that fingerprint reporting and TS 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 fleet management 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.

IT responsibilities:

•  Act as the first point of contact for IT-related issues, coordinating with the IT Manager to ensure that software, hardware, and network-related problems are resolved in a timely manner for all staff members.
• Assist in the monitoring and routine maintenance of office IT systems, ensuring that computers, printers, and other office equipment are functioning properly and coordinating repairs when necessary.
• Ensure all staff laptops are enrolled with Extrinsica Global’s cloud platform for secure data management, collaboration, and access to essential services, coordinating with the IT department as needed.
• Assist new employees with setting up their IT kits, including laptops, mobile devices (if applicable), and relevant software, ensuring all equipment is ready for use and properly enrolled in the organization's IT systems.

 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.