Procurement and Operations Assistant

Please submit a cover letter along with your CV

COMPANY DESCRIPTION

Established in 1951, Amideast is an American nonprofit organization dedicated to creating hope, opportunity, and mutual understanding among people in the Middle East, North Africa, and United States through life-changing opportunities for education and cultural exchanges. Working with local, regional, and international partners, we provide programs and services that improve educational opportunity and quality, expand access to U.S. study, empower youth and women, strengthen local institutions, and develop language and professional skills for success in the global economy. Headquartered in Washington, D.C., Amideast operates offices in 11 countries in the MENA region. For more information, visit us at www.amideast.org.

POSITION DESCRIPTION

Under the supervision of the Human Resources and Operations Manager, the incumbent is responsible for the management of the daily operations and procurement activities at the Office from the request to the delivery of supplies, works and services. S/he should align directly with the Amideast’s Procurement Policy. S/he plays a key role in procuring high-quality and cost-efficient supplies. Also, s/he ensures that the Office obtains quality products for competitive prices in a timely fashion and plays an integral role in ensuring the Office sticks to budgets and operates efficiently. The incumbent is responsible for the follow up on the building’s maintenance and the coordination with the related parties to ensure that the building is well-maintained. S/he oversees the providers for services including security, cleaning, catering, and so on. The incumbent supervises and monitors the work of the cleaning, and security staff along with the maintenance workers ensuring that basic facilities, such as water and heating, are well-maintained. The incumbent also backs up the HR and Operations Assistant, on need basis.

RESPONSIBILITIES

Main Duties:

Procurement:

• Records all details for contracts, purchase requisitions and purchase orders in the related database
• Maintain and update the SOPs for procurement procedures at the Office which should always align with the Amideast’s Procurement Policy
• Overseas inventory control and ordering of supplies
• Coordinates between vendors and suppliers
• Liaises with various businesses to determine the quality and cost of their products and services
• Monitors businesses and products availability to pay the best price for the products and services required at the Office without sacrificing the quality or delivery times
• Nurtures relationships with suppliers to negotiate the best prices for the products and services required at the Office
• Identifies and researches potential new suppliers
• Prepares the required procurement documents, review, and process purchase requisitions in line with Amideast's policies, procedures, and processes
• Recommends vendors for award and develops preferred vendor lists
• Monitors Office supply (inventory) levels, and reorder when appropriate
• Supports the Finance team in distributing cheques
• Enters the required data into Aramex application to deliver the required documents
• Procures the services required for all Amideast’s events
• Adds a member to Careem account
• Any other work-related tasks

Facility Management: (In coordination with the HR and Operations Assistant)

• Maintains and updates SOPs for the facility management and maintenance requests which should always align with Amideast’s Guidelines
• Manages the presentation of the Office and coordination with the cleaning team
• Handles catering and other related services during events
• Acts as a focal point for maintenance requests and cleaning duties
• Oversees building repairs and maintenance
• Follows up on maintenance orders and ensures they are effectively handled in a timely manner
• Communicates and coordinates frequently, accurately, and responsibly with Office staff
• Oversees the work of the cleaning and security staff and monitors their attendance
• Schedules the daily work for the cleaners
• Sets up daily building rounds inspections to identify potential safety and cleaning issues, as well as any required maintenance
• Highlights the necessities to the cleaning and security team

Human Resources: (In coordination with the HR and Operations Assistant)

• Screens CVs for Amideast vacancy announcements
• Adds new employees to the medical insurance plan
• Removes employees from the medical insurance plan

QUALIFICATIONS AND SKILLS

Required

• A bachelor’s degree
• A minimum of 1 year of relevant experience
• Proficiency in English is B1 (CEFR Level Alignment) and above
• Proficiency in Arabic (speaking and writing)
• Ability to work within a team environment
• Computer literacy in MS Office
• Ability to multi-task and prioritize responsibilities
• Excellent oral communication and interpersonal skills
• Must possess problem-solving skills
• Organization skills
• Manage time efficiently
• Able to work under pressure and meet short deadlines
• Dependable, approachable and professional
• Service-oriented: Actively looking for ways to help people
• A self-starter, positive work attitude
• Respects and exercises confidentiality

WORK ENVIRONMENT

The incumbent in this position will work in a professional office environment and will utilize the following equipment when working from the corporate office.

• Computer (laptop or desktop)
• Printer/Photocopier/Scanner/Fax
• Telephone

Up to 5% business travel may be needed to support the department as needed.

The physical demands and work environment that have been described is representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position description is an overview of the major functions and requirements of this position. This document is not intended to be an exhaustive list encompassing every duty and requirement of the position; the Employee’s Manager may assign other duties as related or as otherwise deemed appropriate and necessary within the general scope, without the need for additional compensation.

Amideast is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law.

Positions that involve interaction with children will be required to read, acknowledge, and comply with and attend special training in accordance with the Child Protection and Safeguarding policy. All Amideast representatives must comply with the Code of Conduct and all applicable organizational policies which include but are not limited to, Anti-Human Trafficking and Prevention of Sexual Exploitation and Abuse.

Amideast provides covered training opportunities for its staff within its current portfolio of offered services and that it invests in the advancement of its staff’s capabilities and skills to better perform at their roles.

Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.

للتقديم على الوظيفة من خلال الموقع الأصلي