Saturday, September 15, 2018

Admin and Procurement Assistant, Assyut, Egypt Save the Children Closing date: Thursday, 20 September 2018





Admin and Procurement Assistant, 
Assyut, Egypt 
Save the Children 
Closing date: Thursday, 20 September 2018

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JOB TITLE: Admin & Procurement Assistant
TEAM/PROGRAMME: Sponsorship
LOCATION: Assiut, Egypt
GRADE: 5
POST TYPE: Fixed term
CHILD SAFEGUARDING:
Level 1 – You will not have contact with children or young people
ROLE PURPOSE:

The Admin & Proc Assistant provides administrative support to the Assiut Office, S/He Performs a variety of associated procurement tasks in support of general office operations and staff. Coordinates and facilitates meetings as appropriate. Coordinates specified administrative activities across multiple organizational departments. Manages fleet and petty cash. Lead support staff including office helpers.
SCOPE OF ROLE:
Reports to: Sponsorship Admin & Procurement Officer.
Staff reporting to this position: None.
KEY AREAS OF ACCOUNTABILITY:
  • Ensures the maintenance of Office premises and facilities, as well as the general water supply, electricity, internet/supervise the cleaners and office maintenance personnel.
  • Organize logistics for meetings, workshops and accommodation for all visitors and consultants.
  • Follows up on vehicles movements and coordinates weekly plan between staff and drivers, reviews vehicle log sheets and prepares payments to vehicle rental companies.
  • Keeps the assets and supplies inventory lists updated at all times.
  • Organize logistics for meetings, workshops and accommodation for all visitors and consultants
  • Updates procurement tracker on a weekly basis and follows up with the vendors on pending procurements.
  • Reviews procurement filing system and ensures that the documentation is correct and complete.
  •  Searches for new vendors and contractors who can provide the required goods and services and updates the vendors lists as required.
  •  Writes and formats the correspondence during all phases of tenders, contracts and coordinates contracts approval process.
  •  Updates the filing system of contracts and tenders and lists of follow-up procedures for the implementation of contracts.
  •  Communicates and follows up with vendors for any information clarification related to the purchase requests or purchase orders or that relates to the technical specifications and special conditions
  •  Prepares tender announcements and letters of invitation to tenders according to the requirements
  •  Participates in the preparation of draft contracts for procurement, services and awarding orders
  •  Follows up on processing payments to vendors with the finance office staff. 
  •  Other tasks as assigned by the line manager.
SKILLS AND BEHAVIOURS (our Values in Practice) Accountability:
  • Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values


  • Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
  • Creates a managerial environment to lead, enable and maintain our culture of child safeguarding
Ambition:
  • Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
  • Future orientated, thinks strategically and on a country wide/global scale
Collaboration:
  • Approachable, good listener, easy to talk to
  • Builds and maintains effective relationships with colleagues, Members and external partners and supporters
  • Values diversity and different people’s perspectives, able to work cross-culturally.
Creativity:
  • Develops and encourages new and innovative solutions
  • Cuts away bureaucracy and encourages an entrepreneurial approach
Integrity:
  • honest, encourages openness and transparency, builds trust and confidence
  • displays consistent excellent judgement
Competencies:
Problem solving and decision making
-       Takes effective, considered and timely decisions by gathering and evaluating information from within or outside the organization.
Applying technical and professional expertise
-       Applies the required technical and professional expertise to the highest standards;
-       Promotes and shares best practice within and outside the organization.
Working effectively with others
-       Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives;
-       Knows when to lead and when to follow and how to ensure effective cross-boundary working.
Communicating with impact
-       Communicates clearly and confidentially with others to engage and influence, promotes dialogue;
-       Ensures timely and appropriate messages, building confidence and trust.
QUALIFICATIONS AND EXPERIENCE AND ATTRIBUTES
Essential:
  • Minimum university graduate.
  • Minimum of 2 years of experience in the procurement and admin fields.
  • Has a full understanding of procurement policies and procedures.
  • Good verbal and written communication skills.
  • Ability to plan and organize and work in a systematic and organized manner.
  • Detailed oriented
  • Customer service oriented.
  • Flexibility to work under pressure and in response to changing needs.
  • Productive and responsive to work instructions and project policies and regulations.
  • Initiative, stress tolerance and reliable.
  • Computer knowledge especially MS office, spreadsheet, PowerPoint, outlook and lotus notes
  • Good bilingual written and verbal English and Arabic Languages.
Date of issue: September 2018                                   Author: Supply chain manager

Location: Assiut, Egypt
Contract - Full-Time
Closing date: Friday 21 September 2018
All jobs close at midnight UK time on the date specified