Support Services Manager

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.