Sr. Administrative/Procurement Officer (PLLC) [Egypt]

 

Pathfinder Overview

Pathfinder International is a global leader in reproductive health. We place reproductive health care at the center of all that we do—believing that it is not only a fundamental human right, but is critical for expanding life opportunities for women, families, communities, and nations, and paving the way for transformations in environmental stewardship, decreases in population pressures, and innovations in poverty reduction. Pathfinder provides women, men, and adolescents with a range of quality health services—from contraception and maternal care to HIV prevention and AIDS care and treatment. Pathfinder strives to strengthen access to family planning, ensure availability of safe abortion services and post-abortion care, advocate for sound reproductive health policies, and, through all of our work, improve the rights and lives of the people we serve.

Key Job Responsibilities:

Office Management:

• Coordinate and liaise with concerned government ministries, embassies, agencies, and other international and domestic NGOs for all administration matters.
• Ensure all lease contracts are in place and renewed/terminated as appropriate.
• Oversee contracts of all office equipment’s maintenance and ensure regular maintenance is upkeep.
• Ensure storage manage and disposal of old record beyond requirement under the organization or donors’ regulations.
• Oversee office desk arrangements and movements by ensuring new staff, partners have appropriate space, equipment, and supplies for work.
• Oversee office opening and closing procedures and negotiation with all office landlords for price, maintenance repairs.
• Oversee and maintain monthly petty cash and authorize petty cash payouts as per procedures.
• Work with HR for staff recruitment and other related HR and Admin work in the organization.

Compliance:

• Develop/update Administration Policies and procedures. Ensure effective communications by orientation and refresher training to staff to help them understand the systems, policies and procedures of the organization.
• Oversee the development of tools as check list to support HR/Admin Director to ensure compliance of policies and procedures including internal control

Logistics:

• travels including booking vehicles and accommodation, purchasing tickets and travel insurance, arranging visas, etc. are followed up in timely manner.
• Provide support of visa and related travel requirements for international staff and local staff as needed.
• Ensure office and vehicle insurance is up to date and appropriate.

Event Management:

• Oversee workshops, visitors and other events as requested.
• Prepare for and coordinate various office social activities, i.e., team building, staff retreat, etc.

Asset Management:

• Monitor office stocks, equipment, and assets according to policy and work with Finance Function to code and conduct inventory count on annual basis and as required.
• Manage assets register by working closely with IT Manager and Office teams by labeling of all assets
• Regular review of asset disposal and submit recommendation at least once yearly.
• Quarterly reconciliation of all assets registers with accounting ledger and submit to Finance.
• Carry out physical assets’ verification minimum once a year
• Conduct monthly spot check on stock - stationary, monthly office supplies and sign off.
• Coordinate assets hand over process which include approval by donor and handover to beneficiary with Program/Project Manager at least 3 months prior to close of project.
• Manage drivers and ensure policies and procedures are being followed,
• Ensure driver maintains the vehicle in working condition which includes regular maintenance, do daily check list, cleanliness of the car inside and outside daily, etc.

Procurement:

• Manage procurement processes and ensure policies and procedures are being followed.
• Ensure budget holder provide annual/quarterly procurement plan and initiate procurement plan discussion with budget holder.
• Lead annual approval of Required Supplier and Authorized Supplier List and ensure supplier database is updated.
• Review and feedback on Procurement Analysis Reports quarterly with manager to identify issues and find solutions.
• Maintain pricing of goods and services provide update to budget holder to support budgeting.
• Ensure all bidders check is cleared. Ensure all procurement documentation achieving is in compliance with Pathfinder’s policy
• Serve on Procurement Committee for sealed and open bids as required.
• Prepare periodically reports on inventory, stationary, supplies, kitchen supply, vehicle and maintenance and its cost analysis.
• Establish and maintain formal and informal links with suppliers, service providers, agencies to ensure that the organization is providing the appropriate range and quality of services.
• Develop database of internal and external contacts.

Education, Skills and Work Experience:

• Bachelor's degree in in business administration, management, and/or experience from which comparable knowledge, skills and abilities have been achieved.
• Experience if working in INGOs or international programs.
• 5+ years of experience in office administration, procurement, asset and inventory management, building management, security procedures, etc., in an international organization.
• Tactful with excellent communication and problem-solving skills and perseverance to get things done.
• Excellent command of English, writing and spoken.
• High level of responsibility and integrity.
• Demonstrated ability to work in teams.

Minimally Required Job-Specific Competencies:

• Logistics Practices: Good knowledge of logistics standards and guidelines.
• Mail Distribution Procedures: Ability to distribute mail according to accepted practices and procedures.
• Record Keeping: Ability to complete forms and reports and file them according to accepted policy and procedures.
• Event Coordination: Ability to coordinate events and meetings.
• Research Methods: Foundational knowledge and ability to conduct research on assigned topics.
• Writing and Editing: Ability to create and edit correspondence, reports and other forms of documentation.

Minimally Required Organizational Competencies:

• PC Applications: Good knowledge of MS Office products, including MS Word, Excel, Outlook, and PowerPoint.
• Languages: Advanced writing and speaking skills using local language and English language
• Communication: Advanced oral and written communication skills. Foundational knowledge of report writing.
• Influencing and Customer Service Skills: Advanced customer service skills.
• Organization, Planning and Multi-tasking: Advanced organizational and planning skills, project planning and management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented, and ability to manage stress effectively in a fast-paced environment.
• Matrix Management: Ability to thrive in a matrixed organization.

Equal Employment Opportunity Employer Statement

Pathfinder International provides equal employment opportunities to all employees and applicants for employment 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 federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Safeguarding and Protection Statement

Pathfinder is committed to the safeguarding and protection of the people we serve and our staff. We have zero tolerance for any type of behavior that inflicts harm on children, young people, adults, our staff, and partners including sexual abuse, harassment, bullying, and exploitation. We do everything possible to ensure that we recruit only those who are suitable to work with us. We expect that everyone we hire will abide by our safeguarding and related policies and will report any suspected or known violations. This job is subject to a range of vetting checks as legally permitted in the country where they are being hired. By submitting an application, the job applicant acknowledges they understand our intent to verify suitability to work with us.

Important Notice:

• This position is based in Egypt
• Deadline for Submitting Applications: September 7th, 2023
• Please submit an updated resume (CV) with your application

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