Office Administration and Procurement Officer

Key Responsibilities, Duties and Tasks
 
Office Administration:

Ensure smooth running and functioning of the program office.

Receive visitors and phone calls and route them accordingly.

Ensure office equipment are functioning well and arrange for maintenance when needed.

Develop, maintain and improve office management systems (e.g. trackers, electronic filing structure, contracts files) as necessary.

Track staff leaves and out-of-office hours and communicate them with the team.

Establish and ensure that IT systems are in working order and problem solve where necessary.

Oversee the coordination of local/regional travel, accommodation and other logistics for programme staff, consultants and members of Palladium corporate team. This includes supporting applications to obtain visas and renewals for long and short-term consultants.

Provide oversight of all office logistics, including local transport, preparing for team meetings and ensure other programme events are properly executed.

Supervise and manage project driver, ensuring adherence to safety and security protocols, tracking whereabouts of drivers and staff riding in project vehicles.

Coordinate staff travel arrangements and monitor the whereabouts of all staff members traveling for program related responsibilities.

Procurement:

Handle Office Procurement and ensure compliance with STEP policies and procedures.

Execute and monitor ongoing procurement of office equipment/services and maintain guidelines regarding appropriate use of project assets.

Take responsibility of day-to-day purchases, making sure office is well-equipped and restocked in a timely manner and according to STEP policies and procedures.

Ensure adequate stock of kitchen, bathrooms and office supplies is constantly maintained

Handle Petty Cash and ensure compliance with STEP policies and procedures.

Manage programme assets and asset register.

Complete all other tasks requested by the Team Leader and Head of Finance and Operations.

Requirements Experience Required

2-4 years of relevant experience in a similar capacity;

Experience working on an international development project;

Fluency in Arabic and English;

Experience in the use of computers and office software packages (MS Word, Excel, etc.);

Knowledge and application skills of IT tools and management systems;