Admin & Procurement Officer

The Admin & Procurement Officer’s responsibilities include but are not limited to the following:

• Administration and office management
• Receive, draft, and document incoming and outgoing correspondences including mail and fax
• letters, and official notices according to BORDA archiving system in a professional manner.
• Maintain the office calendar, schedule appointments, and coordinate meeting room usage.
• Maintain the office server structure.
• Ensure all utilities (electricity, water, septic tank, garbage disposal, internet etc.) and facilities are functioning as intended. And follow up on the maintenance works as needed.
• Organize and supervise the maintenance of working stations, utilities, and office spaces.
• Support the organization of workshops, conferences, meetings, and events.
• Handle administrative travel arrangements, hotel reservations, visa processing, and related documents in line with BORDA's Travel policy.
• Review and certify project car logbooks and keep them updated alongside the Manaseer fuel card report.
• Follow up with the finance officer for timely invoice payments and update the payment tracking sheet regularly.
• Maintain the filing system for both administrative and procurement documents in physical and digital formats.
• Perform other clerical duties as needed, such as filing, photocopying, and scanning.
• Support the handling of the time and attendance software.

Procurement

• Conduct quotation and tendering processes, ensuring compliance with BORDA/Donor procurement policies, procedures, and financial regulations.
• Oversee contractors' contracts, including financial terms and duration (project consultant tracking sheet).
• Maintain a record of all procurement activities, including purchases, deliveries, and payments, and ensure accuracy and completeness of record entries.
• Conduct vendor verification for potential suppliers and evaluate supplier performance.
• Coordinate with vendors to ensure that goods are delivered on time within BORDA-specific standards and purchase requests.
• Enter and maintain inventory lists according to projects and report any defects or missing items.
• Manage office supplies/ consumables to maintain inventory levels and ensure timely delivery of the goods.
• Create handover forms for items received by the staff.