Administration and Premises Assistant

Key responsibilities:

• Conduct regular checks about the conditions of the premises and the work space and act proactively to ensure responding to all related needs and recommending solutions
• Initiate renovations, interior finishing and enhancement, preventive and regular maintenance plan for different assets of the Foundation to include elevator, AC system, pest control, generator, etc.
• Supervising labor during the maintenance and interior work implemented within the premises and processing clearance upon completion of work
• Maintain contracts and act asfocal point with externalservice providersrelevantto the premises, monitor their performance and ensure renewal and/or recommend proper action where needed
• Supervise the Service and Security teamsin their daily work to ensure the proper conditions of the building
• Responsible for controlling the stock and monitoring the consumption of different office supplies (office refreshment, cleaning materials, stationary, toners, etc.), implement a replenishment plan and timely process the related purchase orders in compliance with the Foundation’s system
• Handle the settlement of monthly utility bills on due dates and maintain the appropriate documentation (electricity, telephone, internet, etc)
• Obtain price quotations and prepare price comparisons and draft procurement orders for the necessary supplies needed for the Administration and Finance Unit
• Manage the monthly custody of the Unit in relation to the premises, ensure recording the cash flow of each transaction and drafts the monthly custody report with the necessary documentation
• Maintain records of office equipment and participate in the process of annual inventory count of assets.
• Responsible for uploading the control sheets of the Unit in relation to different programmes of the Smartsheet platform
• Assist in the regular/daily admin work acrossthe Unit including drafting reports and creating an organised soft copy filing system
• Carry out other dutiesrelated to the profile assigned by the Head of Administration, Contracts and Grants

Requisites:

• Bachelor’s degree in a relevant field related to the key above-detailed responsibilities
• Minimum two years of work experience in an administrative field
• Minimum two years of work experience in areas related to interior and finishing work
• Good written and oral English and Arabic skills
• Proficient knowledge of standard computer software (in particular MS Word® and Excel®)

Assets:

• Knowledge and experience in handling maintenance work
• Experience as focal point with different service providers
• Dynamic and proactive personality, with punctuality and attention to details with strong communication and negotiation skills
• Specific training courses related to administrative fields
• Experience working in an international organisation