Administration and Procurement Officer

Job Title: Administration and Procurement Officer

Program/Unit: HR Department 

Location: Gaza

Reporting Line: Regional HR & Admin Manager

Position Type: Full-Time

Contract Duration: one year

Summary:

The Administration and Procurement Officer is responsible for managing office operations, procurement processes, and warehouse management, while also providing support to HR functions. The role involves overseeing administrative tasks, sourcing suppliers, handling bids, maintaining accurate records, and ensuring efficient warehouse operations. The officer will manage inventory, ensure proper storage and handling of goods, and coordinate logistics to support overall organizational needs.

Responsibilities and Tasks:

Procurement:

• Implement procurement policies and procedures.
• Ensure detailed technical specifications and quantities are received from requesters before initiating purchasing activities.
• Follow up with vendors on pricing, product availability, and track orders for timely delivery.
• Oversee ongoing contracts, track deadlines, and assist in issuing modifications (admin, time, and cost) when needed.
• Lead negotiation meetings with suppliers to secure the best value.
• Coordinate with the finance department to ensure payment terms and related documents are accurate.
• Make quick, professional decisions in a fast-paced environment.
• Assist in developing internal procedures and documentation to improve procurement practices.
• Resolve contractual and delivery issues with suppliers and build strong relationships with vendors.
• Gather invoices and supporting documents for finance department payments.
• Maintain updated records of purchased products, deliveries, and invoices.
• Archive procurement documentation and maintain an updated vendors list.
• Report procurement challenges to the Manager.
• Conduct market research for potential vendors when needed.

Warehouse Management:

• Oversee the receiving and shipping of goods, ensuring they match invoices and purchase orders.
• Ensure all warehouse staff comply with safety and security procedures.
• Conduct regular inventory counts to ensure accurate records and minimize errors.
• Organize warehouse spaces to ensure optimal use of available areas.
• Work closely with Procurement and Finance teams to meet warehouse needs.
• Prepare and submit accurate inventory reports.
• Address any issues or complaints related to goods or storage operations.

HR and Administration:

• Ensure staff adhere to HR rules and regulations.
• Supervise junior staff, offering guidance, analysis, and support for queries.
• Coordinate with the Human Resources department at the headquarters regarding staff matters.
• Assist in the recruitment process to attract suitable talent when there is a job vacancy.

جميع الحقوق محفوظة لموقع جوبس.

Qualifications & Requirements:

• 5 years of relevant procurement and administration experience, preferably with NGOs or international organizations or agencies.
• BA Degree in Business Administration, Engineering, Accounting, or a related business field from an accredited university.
• Fluent verbal and written communication skills in English and Arabic.
• Ability to work under pressure and in difficult circumstances.
• Strong reporting and analytical skills.
• Advanced proficiency in Microsoft Excel.
• Adhere to security guidelines and maintain confidentiality of assigned tasks.
•  Experience managing relationships with external stakeholders.

Interested and qualified candidates can apply through [email protected]