CRS | Procurement & Admin Assistant
Position Title: Procurement & Admin Assistant
Location: Gaza
Reports To: Admin Officer
Last date : 7/1/2016
BACKGROUND:
Catholic Relief Services is an international humanitarian agency of the Catholic community in the United States and has been present in the Jerusalem, West Bank, and Gaza since 1961. The CRS JWBG country program currently supports development/relief programs and activities in the sectors of civil society, humanitarian assistance, youth empowerment, education, and peace & justice. For further information about CRS, please visit: www.crs.org.
JOB SUMMARY:
The Procurement & Admin Assistant will support the Admin Officer in managing and coordinating all aspects of procurement, logistics and admin issues for the country program. The Procurement & Admin Assistant deals with a diverse group of callers and visitors at all levels, both internal and external to CRS, and ensure all are treated in a professional and courteous manner. The Assist the Admin Officer plays an integral role in the flow of information into, through and out of the organization and is the first point of contact for anyone contacting our local office.
PRIMARY RESPONSIBILITIES:
Assistance in Procurement
- Assist AO in all contacts and relationships with vendors – current and new;
- Assist the AO in the management of the overall procurement process;
- Prepare tenders , support documentation, and collection of bids;
- Maintain purchase orders and purchase requisition from files, prepare PRFs for all required procurement transactions;
- Reconcile monthly telephone and internet bills;
- Conduct formal due-diligence visit to new vendors;
- Contribute to maintaining teamwork, discipline sound work relationships and productivity;
- Provides support and training on procurement management to CRS staff and partners as found necessary by management;
- As needed and always respecting segregation of duties recommendations, communicate with suppliers to return any damaged goods or miss-ordered goods to suppliers, and ensure substitution or completion of goods ordered if still applicable;
- Assist in providing the details of fixed assets procurements (type, quantity, supplier, price, fund/project #, name of partner, etc) to the personnel responsible for property management.
Administrative:
- Assist local staff with routine administrative duties such as filing, photocopying, binding;
- Assist with arrangements of meetings and schedules for staff;
- Schedule and organize and/or assist in activities such as meetings, conferences and workshops for local staff;
- Prepare and manage the office supplies;
- Maintains accurate and competitive rental agreements for apartments/houses, office and warehouse rent contracts, and ensuring processing the payment schedule as per agreements;
- For international staff, manage all apartment related costs (collect utility bills and prepare payment requests for electricity, telephone, rent, etc. and submit to Finance for payment).
Travel and Logistics:
- Arrange hotel, air over-land travel and visa arrangements – this responsibility might be shared with Operations Manager;
- Coordinate with Fleet Manager for visitor’s transportation needs (border exchange, airport pickup, etc).
KEY WORKING RELATIONSHIPS
Supervisory: None
Internal: All staff but with frequent contact with Deputy Head of Office and Field Manager.
External: Visitors, guests, and CRS staff doing business with the local office.
POSITION REQUIREMENTS AND QUALIFICATIONS:
Technical/Professional
- BA/BSc Degree in business, financial management, economics, accounting or related field. Significant work experience in a directly related field will be considered in lieu of a BA/BSc degree.
- 2- 3 years of relevant experience is required.
- Strong computer skills, particularly Excel, Word and Access.
- Fluency in written and spoken English; excellent written and oral communication skills.
- Excellent communicator; good telephone skills
Personal Competencies
- Professional demeanor: courteous, diplomatic, and punctual.
- Self-motivated and able to work without close supervision.
- Organizational skills: attentive to details.
- Exercises good judgment.
- Excellent organization and planning skills.
- Quick learner; agile, flexible, adaptable.
Agency-wide Competencies
- Serves with Integrity: Manifests CRS mission, values, and guiding principles to help improve the lives of the poor, vulnerable, and voiceless.
- Models Stewardship: Makes responsible and efficient use of time, talent, money, assets, and natural resources to achieve plans and goals.
- Develops Constructive Relationships: Builds and maintains mutually beneficial relationships through solidarity.
- Promotes Learning: Builds the capacity of self, staff and partners to continue learning and innovating to better fulfill our mission.
Physical Requirements/Environment
- Able to be based in Gaza office.
- Able to work in a normal office environment .with daily travel to the field and visiting partners.
