Logistics and Administration Officer

Location: Based in Kingston, Jamaica. Applicants must have residency and the right to work in Jamaica.

Reporting to: Project Procurement Manager.

Role type: Full-time, 1-year fixed-term contract with the potential for renewal.

Closing date: 13 August 2024

ABOUT ARK

ARK is a social enterprise, empowering local communities through the provision of agile and sustainable interventions to create more excellent 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

ARK is currently supporting the delivery of capacity building for security actors in Haiti and Jamaica, as well as delivering development and stabilization programming through a team based in Haiti. As a Project Logistics and Administration Officer at ARK, you will provide essential in-country support to ARK’s regional projects in the Caribbean by overseeing logistics and administrative functions in Jamaica where ARK is currently facilitating training projects at the National Police College. Working closely with the Project and Procurement Managers, you will oversee and manage support functions that are required to deliver successful project outcomes.

KEY RESPONSIBILITIES

Administrative

• Liaise with stakeholders and points of contact from the Government of Jamaica, embassies, international organizations, the Jamaica Constabulary Force and Jamaica Defence Force.
• Ensure all activities adhere to security and health and safety regulations set by the Canadian High Commission in Jamaica and the National Police College of Jamaica.
• Assist and coordinate travel arrangements for project participants, including accommodations, troubleshooting issues, and coordinating transportation to ensure the course attendees are in the right place at the right time.
• Support course instructors with all administrative functions necessary to maximise training value by enabling the instructors to focus on training delivery while all supporting aspects are care of.

Logistics and Procurement

• Collaborate with Project Teams to ensure all requests for equipment and supplies have an adequate specification, details, and approvals before requesting quotations and proposals from suppliers
• Conduct market research, price surveys, and liaise with pre-selected and suitable local suppliers on behalf of the procurement manager.
• Assist with the acquisition of low-value items and services in Jamaica.
• Work with project teams to ensure all procurement adheres to internal, external, legal, and ethical standards and delivers value for money.
• Facilitate the import and clearance of goods through customs.
• Receive, check, store, and issue items of equipment and supplies in support of training courses and other project outputs, ensuring all vouchers and receipts are completed to track the chain of custody and maintain records on ARK’s inventory of assets and equipment.
• Monitor supplier performance (delivery, quality, service), address disputes, and develop collaborative relationships.
• Maintain comprehensive and accurate records, reports, and project documentation with meticulous attention to detail.
• Promote and uphold ARK’s values, focusing on ethics, accountability, and teamwork.
• Support internal and external project audits.

Please Note: The specific responsibilities listed above may be adjusted or expanded to align with ARK’s unique requirements and context.

Requirements

The position is ideally suited to:

A highly organized and resourceful individual who thrives in a fast-paced environment. A self-starter with a strong work ethic and dedication to getting things done. An excellent communicator with strong interpersonal skills, able to develop relationships with stakeholders and navigate complex situations. Experience in procurement, logistics, and adherence to strict compliance protocols will be invaluable. A team player who is equally comfortable working independently. Ideally, will have experience working in the third sector and have a passion for international development.

Skills, knowledge, and experience:

Essential

• Minimum of two years’ experience in procurement and logistics, with knowledge of importing and clearing goods into Jamaica.
• Demonstrated experience in market research, supplier management, contract management, and performance monitoring.
• Proven ability to manage logistics operations and budgets in a compliance-focused environment.
• Excellent communication and interpersonal skills.
• Strong organizational, time management, and problem-solving skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to work independently and collaboratively.
• Advanced proficiency in English with exceptional written and verbal communication skills. Demonstrated ability to draft, edit, and proofread contracts, documents, and professional correspondence, ensuring clarity, accuracy, and adherence to relevant style guides.

Desirable

• French/Creole language proficiency.
• Experience working in a defence or law enforcement setting.
• Experience working with the Government of Jamaica, embassies, or international organisations.
• Management of security-sensitive projects and adherence to safety protocols.

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.

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 organisations, journalism and the private sector.

An ARK Person Is:

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 recognise 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 centre of its development and stabilisation 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.