Chemonics seeks an Operations Assistant or Associate to support the ongoing Injaz project. The Operations Assistant or Associate will ensure that the project’s inventory is managed; HR and procurement systems are maintained; the office is well-maintained; logistics in support of the project are appropriately managed; and work in coordination with many other team members, including staff based in Syria. Fluent written and spoken German is required and good working knowledge of written and spoken English and/or Arabic is preferred. Legal work permit documentation for work in Berlin, Germany is also required.
The Operations Assistant or Associate will be based in Berlin, Germany and report to the Operations and
Grants Manager; will not be required to travel inside Syria.
Responsibilities include:
Office Administration
• Maintain digital and hard copy files and ensure that all correspondence and documents are stored in
accordance with filing system. Perform regular audits on subaward files, personnel files, and
procurement files.
• Track project office and field inventory by reviewing and maintaining procurement and inventory
trackers. Monitor the utilization of all office supplies and procure supplies as necessary. Arrange for
and oversee the maintenance of office equipment.
• Prepare all necessary administrative forms for project related items, such as travel and leave request
forms.
• Act as office’s first point of contact to visiting guests and clients. Ensure office orderliness and
professional appearance. Receive all visitors and direct them as necessary.
Logistics
• Confirm and receive RSVPs for meetings, arrange meeting space, and logistics as necessary.
• Assist with travel, hotel accommodations, and in country transportation for all project-related travel,
including international consultants and home office travelers.
Vendor Relations and Procurement
• Conduct procurements of office equipment and supplies for the field office in Berlin.
• Assist with remote procurements supporting programmatic activities in Syria.
• Manage inventory, procurement trackers in line with export compliance regulations and
requirements
• Assist the Operations and Grants Manager with the management of vendor relationships with
apartment landlords and office building management and maintenance.
Financial Management Assistance
• Process programmatic and operational payments.
• Undertake petty cash duties, if required.
Human Resources
• Manage and verify leave for both Berlin and Syria based staff
• Prepare and send out monthly salary packages
• Assist with the preparation of Employment Agreements and amendments
• Assist with staff onboarding and departure logistics, including employment authorization review,
policy manual review, and completion of any staff departure checklists.
• Assist with any recruitment needs, including screening of candidates, serving on interview panels,
and collecting verification documentation.
Qualifications:
• Bachelor’s degree required (may be substituted with two years relevant experience).
• Legal work permit documentation for work in Berlin, Germany.
• Strong interpersonal skills and ability to work in a professional and cordial manner with culturally
diverse staff.
• Relevant experience in office administration or project management.
• Fluent written and spoken German is required, good working knowledge of written and spoken
English and/or Arabic is preferred.
How to apply
Application Instructions:
Please send your CV and Cover Letter to: recruit@injazinitiative.org by August 21, 2023. No telephone inquiries, please. Finalists will be contacted.
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