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Background
Creative Associates International is a dynamic fastgrowing global development firm that specializes in education economic growth governance and postcrisis stabilization Based in Washington DC Creative has a field presence in more than countries with a strong client portfolio that includes the US Agency for International Development and the State Department among others Since its founding in Creative has earned a solid reputation among its clients and is wellregarded by competitors and partners alike
Position Summary
The Operations and Procurement Coordinator will be responsible for providing administrative operational and procurement oversight and support to ensure the programs operational aspects are implemented according to Creative and US Government policies procedures and regulations This position will work on the FURAT III project based in Syria and will support both the Berlin and Syria teams
Reporting Supervision
The Operations and Procurement Coordinator will report to the FURAT III Team Lead and will manage three operations/IT/procurement consultants in Syria The position will also work closely with the HQ Program Management Unit (PMU) HQ Procurement and Field Operations Support Units and other teams in Berlin and Syria
Primary Responsibilities
Serve as the primary point of contact for all Syria operations between Syria Creative HQ and Berlinbased staff
Ensure all operational issues are resolved quickly and as necessary elevate problems to the Team Lead and/or HQ PMU team
Office Administration and Operations
Manage all aspects of office operations in Berlin such as
Daytoday management of operational and administrative support
Preparing/disseminating office notices and SOPs
Manage office lease agreements and monthly payments in Berlin and Syria
Update and review all Berlin and Syria operations and compliance SOPs
Manage and oversee all aspects of Syria consultants procurement including but not limited to
Oversee the recruitment and procurement process of all Syria consultants
Draft and manage all Syria field staff contracts amendments and work orders
Manage onboarding and offboarding process for Syria field staff
Receive review and process Syria field staff invoices and payments
Responsible for entering requisitions for all local consultant agreements modifications work orders in ReQlogic
Ensure that Local Consultant hiring is conducted in accordance with established procurement policies and procedures
Inventory Management
Manage all Berlin and Syria inventory by updating the inventory tracker in Creatives Single Point and determining when and how to dispose of damaged/old equipment
Track all inventory use handover and disposal and ensure all documentation is continuously up to date and saved on SharePoint
Travel
Coordinate domestic travel and hotel arrangements related to project needs Ensure all travel requests are responded timely efficiently and arrangements are in compliance with US Government Department of State per diem and lodging restrictions
Procurement
Lead all operations procurement (in Berlin and in the field) writing negotiation memos bid analysis and TEC committee support and drafting the contract
Provide oversight and support to programmatic procurement (in Berlin and in Syria) reviewing RFQs/RFPs serve as the TEC Chair writing bid analysis negotiation memos and drafting contracts etc
Coordinate HQ Procurement reviews and approvals process for any large procurements
IT Management and Support
Coordinate the resolution of any IT issues/needs identified by staff in Berlin
Responsible for ensuring the Berlin and Syria contact lists are uptodate
Other duties as assigned by the Team Lead and/or HQ Senior Program Manager that are consistent with the overall focus of the assignment
Required Skills Qualifications
Qualified Female Candidates are strongly encouraged to apply
Full Time