
bayt.com
Job Description
The Admin & Procurement Officer’s responsibilities include but are not limited to the following:
- Administration and office management
- Receive, draft, and document incoming and outgoing correspondences including mail and fax
- letters, and official notices according to BORDA archiving system in a professional manner.
- Maintain the office calendar, schedule appointments, and coordinate meeting room usage.
- Maintain the office server structure.
- Ensure all utilities (electricity, water, septic tank, garbage disposal, internet etc.) and facilities are functioning as intended. And follow up on the maintenance works as needed.
- Organize and supervise the maintenance of working stations, utilities, and office spaces.
- Support the organization of workshops, conferences, meetings, and events.
- Handle administrative travel arrangements, hotel reservations, visa processing, and related documents in line with BORDA’s Travel policy.
- Review and certify project car logbooks and keep them updated alongside the Manaseer fuel card report.
- Follow up with the finance officer for timely invoice payments and update the payment tracking sheet regularly.
- Maintain the filing system for both administrative and procurement documents in physical and digital formats.
- Perform other clerical duties as needed, such as filing, photocopying, and scanning.
- Support the handling of the time and attendance software.
Procurement
- Conduct quotation and tendering processes, ensuring compliance with BORDA/Donor procurement policies, procedures, and financial regulations.
- Oversee contractors’ contracts, including financial terms and duration (project consultant tracking sheet).
- Maintain a record of all procurement activities, including purchases, deliveries, and payments, and ensure accuracy and completeness of record entries.
- Conduct vendor verification for potential suppliers and evaluate supplier performance.
- Coordinate with vendors to ensure that goods are delivered on time within BORDA-specific standards and purchase requests.
- Enter and maintain inventory lists according to projects and report any defects or missing items.
- Manage office supplies/ consumables to maintain inventory levels and ensure timely delivery of the goods.
- Create handover forms for items received by the staff.
Skills
- Bachelor’s degree in business, administration, procurement, or a related field.
- At least 2-5 years of proven experience in administration and/ or procurement with a donor funded organization.
- Experience in procurement, including sourcing suppliers, negotiating contracts, and managing inventory.
- Additional experience in HR processes is of advantage.
- Strong organizational and time-management skills.
- Excellent communication and interpersonal abilities.
- Proficiency in MS Office applications (Word, Excel, PowerPoint).
- Attention to detail and accuracy in work.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Ability to work effectively and with minimal supervision in a multicultural environment.
- Excellent self-organization and time management skills to handle multiple priorities and deadlines effectively and efficiently and ability to multitask and prioritize tasks effectively.
- High level of involvement, engagement, and ownership as well as pro-active thinking.
- Excellent command of the following languages:
- English, written and spoken.
- Arabic, written and spoken.
- Basic German skills are of advantage.
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