Administrative Assistant

Management and supervision of all procurement procedures of the Delegation related to the administrative expenditures. Management of all service contracts and accommodation contracts of the Delegation. Launch the procurement processes related to purchases by the Admin Section  Assist in preparing procurement and contract reports. Assist in the preparation of prior authorizations/noncompliance event/ exception/derogation requests and maintain up to date the relevant registers. Assist operational initiators with the formal aspects of the preparation of a call for proposals/ tender dossier (including awarding and notification to applicants/tenderers). Register and Follow-up of Contracts: create new contracts, review, and update, amend and end existing contracts. Supervise the respect of the Financial Regulation and the compliance with the applicable rules in the operations. Assess and ensure the validity of bank guarantees.  Assist in the preparation of the building file reports. Register, regularly update and protect the inventory of the delegation (residence furniture, cars, office and housing equipment, IT equipment in some cases, Security equipment etc.…) Management of Assets: electronic inventory management, create/update items and locations as well as retirements of items. Create purchase orders and good receipt. Provide tables detailing the value of the inventory items of property under its responsibility. Register and update Information on the office and staff accommodations. Register all analytical codes for all premises (houses, apartments, offices). Assist in providing houses for Expats at the Delegation (lease negotiations, verifying lease rental payment), where required. Maintenance/repairs (office, residence and expats' accommodations). Bi-annual follow-up of the real estate market survey. Supervision of support staff.