Administration and Procurement Officer

Administration and Procurement Officer

JOB DESCRIPTION

Area of Responsibility: Administration, IT, procurement and logistics, finance

Work Location: Amman, Jordan

Starting date: first of October

Last day of application: Eighth of September

Contract Duration: unlimited

Working under the supervision of and in close collaboration with the Head of Finance, the Administration and Procurement Officer is responsible to undertake the following tasks:

ADMINISTRATION

• Ensure proper communication and representation of DKH RO Asia with third parties (vendors, local authorities, consultants, etc.)
• In close cooperation with the Office and HR Manager ensure the maintenance of the office services, and proper functioning of the office’s IT infrastructure (postal and shipping services, laptops, desktops, printers, servers, modems, etc…)
• Liaise with the Digitalization Adviser in DKH headquarters to provide support for the implementation of DKH’s strategic objectives and operational specifications in the RO and its areas of operations
• In coordination with DKH relevant focal points, ensure compliance with Data Protection laws and DKH’s Data and Security Policies
• Monitor and support staff in the use of IT software and tools; provide user training, advice and feedback
• In coordination with the Capacity Building Coordinator ensure and support staff in maintaining a standardized filing system
• Ensure monthly, quarterly & annual utilities and services payment’s- e.g., IT service agreement, IT software subscriptions, office insurance etc. including keeping track of expiry dates, advise & action on renewals on timely basis
• In coordination with other Finance staff maintain and update inventory and assets list to ensure proper documentation of DKH equipment
• Handle all office petty cash and provide reimbursement of receipts from the staff for office expenses
• In line with DKH RO internal regulations and policies, coordinate and arrange all aspects of business travels of employees, consultants and visitors (incl. booking, supporting staff in submission of travel advances and liquidation, serving as focal point for travel agencies, preparing payment requests, checking documents before final approval, etc.)

PROCUREMENT

• Review DKH’S Procurement and Logistics Policies, support the roll-out of updated policies and monitor their implementation
• Train, support and guide staff in following Procurement and Logistics Policies, incl. timely review of procurement documents and comprehensive feedback, to ensure overall compliance
• Receive and process purchase requests from staff. Review, compare, analyze and approve products and services to be purchased as per Procurement and Logistics Policy and Finance Policy, source and interview vendors, negotiate contracts and costs
• Support staff to follow policies and regulations during tenders (e.g. for Workshops, Trainings, etc.), evaluate offers, define selection criteria, compile the bid-analysis and lead the procurement committee
• Work closely with the Capacity Building Coordinator to advertise, shortlist, select and contract consultancy services. Provide administrative support for consultant contracts for outsourced services
• Communicate and coordinate closely with vendors, clients, customers and team members to align goals
• Keep track of all goods and services ordered and received, and maintain accurate records including details on price, quality, and delivery
• Maintain and update supplier and consultant data base, incl. information such as qualifications, delivery times, product/service ranges, etc.
• Ensure that the office is supplied with the necessary office items (stationary, furniture, and technical equipment)
• Create separate folders for each procurement process and ensure proper filing (hard copy and soft copy)

FINANCE

• Check and verify the eligibility, quality and completeness of all documentation according to relevant policies and procedures, seek clarifications and corrections if needed
• Collaborate and assist with drafting budgets, cost analyses and reports, ensure allocation of costs to respective budgets, report on budget vs actual costs
• Coordinate and follow-up closely with other team members of the Finance Department on all finance-related aspects of work. Ensure timely transmission of original and soft-copy documentation, also considering audit schedules

OTHER TASKS:

• Provide general administrative support to the Regional Director and program staff, as requested
• Other tasks as required

Skills

QUALIFICATION, EXPERTISE AND SKILLS

Essential

• Relevant bachelor's degree (i.e. economics, finance, business, management, or other relevant subject)
• At least 3 years working experience in Administration, Finance, Procurement and Logistics or a combination thereof, preferably with an international non-governmental organization (INGO)
• Practical experience in computer systems, network and systems administration, databases and data storage systems is an asset
• Excellent written English skills and very good spoken English
• Excellent computer skills and competency in Word, Excel and PowerPoint
• Good analytical and numerical skills
• Excellent organizational skills and ability to determine priorities
• Detail-oriented with good multi-tasking abilities
• Diplomatic, patient and persistent personality
• Good team player and outstanding interpersonal and social skills

Knowledge of Jordanian regulations, procedures and requirements

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