Position Title. Operations Assistant

Project Name and Objective. USAID Small and Medium Enterprise Activity (SMEA) Contract Number AID-391-C-17-00003.  SMEA’s development hypothesis is that SME-led economic growth will result in poverty reduction, job creation, and entrepreneurship development contributing to increased GDP. SMEA will increase incomes and employment in project-assisted economic sectors and improve the enabling environment for private sector led growth in Pakistan. This activity will contribute to achieving USAID/Pakistan’s “Development Objective: “Improving economic status of focus populations.” SMEA will achieve the following objectives and sub-objectives:

• Objective 1: Improved Business Enabling Environment (BEE)
• Improved Government of Pakistan (GOP) ability to develop and implement reforms of policies, laws and regulations
• Strengthened private sector and civil society engagement in policymaking
• Objective 2: Improved economic performance of focus enterprises
• Improved economic performance in select sectors
• Improved technological readiness and innovation
• Increased access to markets
• Increased access to finance
• Enabled women SMEs run profitable business

• Sub-objective 3.2.2B: Improved technological readiness and innovations (Pakistan Challenge Fund for Technology and Innovation)
• Technical assistance to ICT firms to develop and market new technologies to enhance competitiveness in selected sectors
• Creation and diffusion of innovative, sustainable, and scalable ICT and business solutions to improve the competitiveness of Pakistani SMEs
• Collaboration between industry and academia addressing supply side constraints in terms of trained labor
• Commercialization of ICT research
• Increased technology literacy

Position Classification. Long-Term Local Support Staff.

Estimated Duration of Assignment. Duration of SMEA contract (Maximum by December 2022). Based in Islamabad, Pakistan.

Ultimate Authority and Chain of Command.  Ultimate day to day field supervision and authority for all project personnel and all aspects of project activities rests with the Chief of Party or his/her designee, and in the Chemonics home office, with the project management unit (PMU) Director.  The individual holding this position shall take no managerial or technical direction from any individual who is not formally employed in the chain of command between the individual and the Chief of Party and the PMU Director, or his/her designee.

Reporting Responsibilities. For all routine responsibilities and duties, either directly or indirectly related to this position description, the individual holding this position shall report directly to, and be supervised by, Manager Operations and HR.

Specific Tasks:

As directed by the Manager Operations and HR or his designee, the individual holding this position shall perform and support the performance of the following specific tasks:

Specific tasks of the Operations Assistant will be as follows:

• Assist Operations & HR Manager in day-to-day operational tasks related to procurement, logistics and inventory management.
• Maintain and update leave tracker, review monthly time sheets and staff health insurance claims.
• Coordinate all logistical arrangements for project-related events, hotel management, workshops, seminars and other training activities.
• Coordination with Finance and Contracts department regarding, invoices, petty cash, GST and other financial related issues.
• Maintain a complete and thorough inventory of all property of SMEA and update the periodic inventory of project equipment and materials.
• Oversee the purchase of office supplies and arrange for and oversee the maintenance of office equipment.
• Assist the Operations and HR Manager with the identification, selection, recruitment, training and orientation of new SMEA staff.
• Serve as the custodian over the petty cash fund, and administer petty cash requirements of the project, and ensure proper documentation of the process.
• Fulfill other administrative functions as required
• Assist with all project office procurements, including identification of suitable vendors, collection of price quotes, documentation of procurement process and management of electronic and paper procurement files.

Policy and Procedures.  With respect to all policies and procedures related to this position, written guidance in the form of the Project’s Field Personnel and Operations Policy Manual will be issued and updated from time to time that will clarify, modify, and/or establish Project policies and procedures that govern either directly or indirectly the duties and responsibilities of this position.  It is incumbent upon all Project employees to stay apprised of all policies and procedures in the Project’s Field Personnel and Operations Policy Manual, as updated. In addition, should at any time the individual holding this position shall be unclear as to the meaning of any policy and/or procedure presented in these files, or any verbal instructions given by the employee’s supervisor, the employee has the right to request written clarification from the Chief of Party or his/her designee.  By signing below, the individual holding this position confirms that the individual has read and understands the Project’s Field Personnel and Operations Policy Manual, as updated.

Educational Requirements and Qualifications.  The individual holding this position shall possess the following:

• Educational Requirements. Minimum Bachelor’s, or preferably master’s degree with major in Economics or Business Administration  

         Qualifications:

• Minimum 5 years of overall experience; USAID experience desirable
• Excellent interpersonal and communications skills
• Demonstrated leadership, versatility, and integrity
• Fluency in English and Urdu required