Chemonics seeks an Office Manager/Safety and Security Focal Point for the ongoing USAID Reforestation Project based in Haiti. The OFM/SSFP will be responsible for the overall project office administration and maintenance of the USAID Reforestation Project including operational procurement and use of supplies, equipment, and services as well as focus on the project’s safety and security matters. This position will be based in Cap-Haitien, Haiti. We are looking for individuals who have a passion for making a difference in the lives of people around the world.

Office Administration
• Develop and maintain office management tools as well as policies and procedures to ensure streamlined operations of the project office and regional offices.
• Ensure that the Cap-Haitien/Ouanaminthe offices and warehouse are run efficiently in terms of communications (phone, e-mail, etc.) and office maintenance (procurement of office, cafeteria and cleaning supplies, equipment and services). Coordinate project procurements, in full compliance with all applicable USAID rules and regulations and Chemonics’ internal policies and procedures
• Support technical implementation through timely preparation and effective management of contracts, purchase orders and leases with commodity and service vendors
• Oversee the office supplies management
• Manage project inventory
• Oversee facilities services and maintenance activities for the offices and warehouse
• Ensure the proper filing and archiving of all relevant administrative and contractual, documents both via electronic files and hard copy files.
• Responsible for the leases and payments of office space as well as expatriate staff leases
• Ensure direct management of all administrative staff including training of staff on office processes
• Maintain an efficient and updated electronic and physical database/archives for all administrative and operational records as well as tracking tools relevant to operational matters
• Ensure compliance with U.S. government regulations, Chemonics’ corporate policies, laws of Haiti, and any policies developed specifically for the project
• Work with the project operations team, technical staff and Chemonics Home Office to ensure streamlined, efficient, consistent administrative and procurement processes and procedures, including modifying or developing systems, templates, tools and standardized guidelines. Ensure that procurement processes meet USAID and Chemonics requirements and are adequately tracked within the project.
• Manage the telephone services for the staff to minimize disruptions in service
• Work closely with the HR Department in order to fulfill the needs of the employees with work material and office equipment
• Maintain a good knowledge and understanding of all office rules and procedures as set forth in the field office policy manual
• Supervise the Procurement and Logistics Coordinator, IT Specialist and the administration team

Security
• Update Emergency Action Plan (EAP) for the project, with support and direction from the CSM and regional SMU every six months.
• Update Staff Contact List monthly.
• Support CSM and regional SMUs in the routine completion of required safety and security documentation, including Security Risk Assessments (SRAs) and the Project Assessment of Safety and Security (PASS).
• Regularly review and update safety and security sections of the Field Office Policy Manual and the Project New Hire Orientation, as well as any additional project-specific security material.
• Notify the CSM and regional SMU of significant environmental changes or security-related events
• Complete a Security Incident Report (SIR) form for all incidents impact project staff, activities, resources, or reputation in collaboration with CSM, and submit to the regional SMU within one day of the incident occurrence.
• Facilitate fire drills, incident management drills, staff safety and security related trainings or rehearsals of other relevant procedures.
• Participate as a core member in the project Incident Management Team (IMT).
• Provide relevant safety and security briefings to new staff and visitors, as appropriate.
• Represent Chemonics at security networking events such as OSAC country council meetings, UN security forum, and NGO security groups.
• Support project staff in the implementation of all safety and security policies and procedures.
• Any other security-related duties as designated by the Operations Specialist.

• Degree required in business administration or related field
• Minimum of 5 years of professional relevant work experience
• Familiarity with USAID’s regulations and knowledge of Chemonics’ procedures required; experience with the USAID Reforestation Project preferred
• Demonstrated knowledge of contract and procurement management, specifically for USAID-funded projects
• Proven expertise in administration, finance, procurement and establishment of internal controls in compliance with USAID rules and regulations
• Exemplary management, communication, and interpersonal skills that promote teamwork and cultivate strong relationships with staff, partners, stakeholders, and beneficiaries
• Proven proficiency in Microsoft Office Suite
• Fluency in spoken and written English, French and Haitian Creole is required.

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.

Please send an email with your CV and cover letter attached and OFM/SSFP in the subject line

No telephone inquiries, please. Chemonics will contact finalists.