Job Vacancy
Procurement & Admin Assistant
The A.M. Qattan Foundation is seeking to recruit a highly motivated individual for the position of Procurement & Admin Assistant to work in its offices in Ramallah. Following is the description of this position:
Job Title: Procurement & Admin Assistant
Job Type: Full time
Line of Responsibility: Director of Administration
Work Location: Ramallah
Job Objectives:
Provision of administrative and reception functions; provision of support to general management and programmes in administrative functions, including but not limited to receiving and processing inquiries and visitors, procurement assistance, filing, typing, utility and purchase payment follow up.
Responsibilities & Duties:
Administration & Reception Duties
- Ensuring that visitors, phone calls, and inquiries to the Foundation are promptly attended to and addressed in a timely manner.
- Classification and distribution of incoming messages to the Foundation’s general email and follow up if needed.
- Printing and photocopying correspondence, documents, reports, and binding work for publications according to work requirements.
- Updating relevant work databases and archives.
- Saving and organizing all work files, whether paper or electronic, in an orderly manner, so that they are easily accessible.
- Manage office supplies such as stationery, cleaning materials, transportation and hospitality items, ensuring adequate stock and economic use.
- Act as focal point for Jawwal & Paltel and manage the follow up on their bills.
- Ordering letterheaded papers and envelopes when needed.
- Assisting in the coordination of Administration and board meetings, including the preparation of agendas and records, logistical arrangements such as tickets, accommodation, hospitality, etc.
- Following up on travel insurance requirements where needed.
- Coordinating the Director-General's schedule and appointments and providing the necessary support.
- Writing agendas and minutes of management meetings and follow up on their recommendations where necessary.
- Managing Petty cash expenses according to the approved policies and procedures.
- Schedule and manage the Messenger daily external requests.
Procurement
- Support the Procurement head in acquiring price offers and preparing purchase requests.
- Maintain and update the procurement databases, including Vendors List, agreements, procurement transactions, as per the policy and under the guidance of the Procurement head.
- Assist in procurement activities, including but not limited to contacting vendors, receiving and safeguarding tenders.
- Support in quotation analysis and preparation of summary bid analyses (SBA) as directed by the Procurement head.
- Prepare purchase orders (PO) for approval.
Other General Duties
- Undertake tasks assigned by direct supervisor, Procurement Officer, Director of Administration, Director General when needed.
- Assist in preparing and presenting regular reports and statistics on all relevant issues, including those for the semi-annual and annual reports.
- Help organize and maintain physical and electronic work filing systems.
- Any other related tasks
Competencies:
- Effective communication skills (in Arabic & English)
- Competency in planning, aligning, and organizing work tasks.
- Ability to adapt.
- Excellent interpersonal skills.
- Results-driven.
- Collaboration.
- The ability to act quickly.
Education:
- Minimum diploma in office management, secretarial or any other related discipline.
Experience:
- At least 1 years of work experience in related fields.
Technical Skills:
- Ability to identify priorities.
- Flexibility and a hands-on mentality.
- Excellent knowledge of Microsoft Office.
- Ability to work in a team.
- Ability to work and communicate professionally, effectively, and proactively.
- Strong skills in inter-personal communications, able to work effectively with multiple stakeholders.
- Strong team player, able to develop and maintain effective working relationships within a distributed and dynamic team.
Other Job Factors
- Flexible working hours may be needed to accommodate evening and weekend activities.
Deadline for submitting applications is Tuesday 31/12/2024. Only potential candidates will be contacted for interviews.
Interested individuals should submit the application below coupled with their CV and letter of interest.