ROLE TYPE: 1 year FTC

LOCATION: Beirut, Lebanon

REPORTING TO: Head of Logistics and Procurement

CLOSING DATE: 11th September 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

About The Role

ARK's Corporate Services department provides general guidance, administrative and financial support services to all other departments, ensuring compliance with internal governance obligations and procedures. The department is also responsible for leading and managing logistics, procurement and tendering processes, and ensuring adherence to relevant donor policies and regulations. We're now recruiting a Support Services Manager to oversee the corporate services function in Lebanon, and to ensure maximum operational efficiency and compliance with host country and donor regulations.

What You'll Be Doing

Procurement and Logistics

• Oversee ARK Lebanon project procurement and logistics activities.
• Review Purchase Initiations, CBAs, RFQs, RFPs and other competitive tenders completed by in-country procurement staff, in line with internal procurement policies and procedures.
• Lead bid evaluation committees and guide other panel members and procurement staff.
• Ensure procurement is carried out in a transparent manner and in compliance with internal policies.
• Draft and review contractual documents, including Purchase Orders, Services Provision Agreements, Long Term Agreements and Call Down Orders.
• Review and provide guidance to project staff on developing Statement of Works.
• Oversee and monitor accurate SharePoint and Procurement System filing for procurement activities.
  
  

Administration and Office Management

• Oversee the administration of the ARK Lebanon office.
• Ensure compliance with all requirements related to ARK Lebanon branch office registration.
• Oversee contracting of ARK Lebanon corporate professional services providers, such as lawyers and insurance brokers.
  
  

HR

• Oversee local HR staff
• Facilitate transparent, effective and timely recruitment of vacancies for national and international staff.
• Oversee contract administration of both new and current staff and monitor contract expiry dates to ensure a seamless transition to either off-boarding administration or contract extension.
• Ensure on-boarding and training of local staff takes place.
• Ensure project staff documentation is up to date on ARK's HR system.
• Stay up to date on payroll changes and oversee monthly payroll reporting.
• Communicate new policies to all staff as guided by the Head of Corporate Services.
• Ensure that performance reviews including both probation reviews and appraisals are conducted in accordance with ARK Group policy and that staff are supported appropriately in their ongoing professional development.
• Ensure staff are off-boarded as per company procedures.
• Provide data and compile reports for HQ HR and Business Development Unit as and when requested.
  
  
  

Requirements

Competencies

• Organisational alignment - The ability and willingness to align one's own behaviour with the needs, priorities, and goals of the organization, and to act in ways that promote the organization's goals or meet organizational needs.
• Strategic Orientation - The ability to link long-range visions and concepts to daily work
• Team Leadership - Supports others in taking independent action and resolves issues that occur with minimal direction
• Integrity - Demonstrating the highest level of commitment to and respect for persons of concern to organization, partners and colleagues in all aspects of work and ensuring that personal professional behaviour is of the highest standard
• Communication - Good listening, writing, and speaking skills, setting out logical arguments clearly and adapting language and form of communication to meet the needs of different people/audiences.
• Teamwork - The ability to work effectively as part of a team, including the ability to collaborate, build relationships, and contribute to a positive team dynamic
• Attention to Detail - Closely observing and managing small aspects of tasks, ensuring accuracy and precision in work
• Planning and Organising - The ability to develop clear, efficient and logical approaches to work.
• Adaptability - The willingness to accept changes and ability to maintain effectiveness in a changing environment.
  
  
  

Essential Skills And Qualifications

• A degree or vocational qualifications in a relevant field, or a commensurate level of experience for the role.
• Fluency in written and spoken Arabic and English.
• Prior experience working with international donor funding such as HMG, USG or GAC.
• Track record working for local or international NGOs, embassies or similar donor funded organisations.
• Computer literacy in Microsoft Office programs (Word, Excel and Outlook).
• Flexibility and ability to work under pressure to meet tight deadlines.
• Ability to set priorities, organise time efficiently and work independently on several tasks simultaneously.
• Experience working with sensitive information, with the ability to maintain highest level of confidentiality.
  
  
  

Desirable Skills And Qualifications

• Degree in a relevant subject.
• Membership or working towards membership of a professional procurement, HR, or management body such as CIPS, CSCP, CIPD, SHRM, CMI, AMA etc.
• An English language qualification
• Finance or accounting background
• Above average IT proficiency
• Knowledge of local law applicable to NGOs.
• Prior experience in managing teams.
  
  
  

Benefits

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.
• Career Growth: Expand your horizons with varied projects and challenges.
  
  
  

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 organizations, journalism and the private sector.

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 recognize 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 center of its development and stabilization 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.