ADMIN AND PROCUREMENT ADMINISTRATOR

responsibilities

Office Management and Admin Support:

• Ensure and facilitate a smooth running of the office by organizing and supervising all office related activities;
• Manage the relationship with various suppliers in Lebanon and abroad (IT, groceries, translation, legal, travel, insurance, etc.);
• Respond to clients and/or team members’ inquiries related to office management;
• Process various petty cash payments relevant to the office management and projects requirements, and update petty cash records accordingly;
• Manage filing and archiving (soft and hard copies) of administrative, legal and technical documents;
• Conduct all administrative procedures including processing requests for visas, addressing diplomatic papers, etc;
• Manage the “info” admin email account of Beyond Group;
• Assist with all project and team members travelling procedures: perdiems, flight tickets, accommodations, processing of expenses, etc.;
• Take lead in problem resolution related to administrative issues;
• Coordinate with other Service Unit team members and provide them with accurate information needed.

Procurement Support:

• Provide procurement services for the office (events, retreats, assets..) as well as various projects (trainings, events, meetings, services..) and advice on best applicable procurement procedures and practices;
• Ensure efficient internal control practices relevant to procurement;
• Ensure the procurement process compliance with the EU Financial Regulations and Procedures when needed;
• Develop all required procurement paperwork and documentation;
• Manage and maintain procurement data and records (soft and hard copies) throughout the procurement process in compliance with the client or EU regulations as needed;
• Fill required project related financial reporting on monthly basis;
• Coordinate with the accountant on various project related financial reporting;
• Support in the data entry and accounting related to EU projects;
• Coordinate with other Units team members and provide them with accurate information needed.

Education and qualifications

• BSc in Business Administration, Accounting, Finance or relevant degree;
• Minimum 2 years of work experience in an Admin or Accountant position;
• Excellent knowledge of procurement regulations and procedures;

skills and competencies

• Knowledge of Procurement Procedures and Practices;
• Knowledge of General Business Practices;
• Strong Attention to Details and Good Analytical Skills;
• Excellent Organizational Skills;
• Time Management Skills.