Receptionist/ Admin Assistant

Introduction

 

The Palestine Children's Relief Fund is a nonprofit, nonpolitical, nonreligious humanitarian relief organization, established in 1992 to arrange medical care for sick and injured Palestinian children who could not be treated in their homeland. Since our founding, we have expanded and grown into one of the main relief organizations in the Middle East, helping thousands of children each year get the care and support they need to live better lives.

 

 

Job Title: Receptionist- Admin Assistant

Program/ Unit: Management

Reporting Line: Procurement Manager

Location: Ramallah Office 

Position Type: Consultant- 6 months. 

Proposed Starting Date: Immediately  

 

Key Roles and Responsibilities

 

• Answer and direct phone calls.
• Write and distribute emails, correspondence memos, letters, faxes, and forms
• Order office supplies including stationery, kitchen needs, and cleaning supplies, and follow up on related delivery and payments process.
• Follow up on all invoices related to office expenses including mail services, communication, etc 
• Provide general support to PCRF visitors
• Follow up and maintain registration documents related to selling and receiving closed offers for tenders and bids.
• Follow up on all ongoing contracts, and track their deadlines.
• Issue and follow up VAT exemption documents with MOH and with the procurement team.
• Handling all the fixed assets-related tasks including the physical counting and updating of all related records.
• Daily follow-up with suppliers to obtain price offers and follow up on delivery status.
• Conducts market research to search for potential vendors when needed.
• Maintain appropriate records (soft and hard copies) to ensure that the procurement process, decisions, and contractual agreements are accurately documented for accountability and audit purposes.
• Scanning and printing all procurement documents for archiving purposes.
• Update the vendor master lists and follow-up vendor evaluation records.
• Gather invoices, tracking-related info, tax docs, and all supporting documents.
• Support Ramallah procurement officers in all tasks related to procurement daily tasks.
• Writing meeting minutes for the procurement department meetings when requested.
•  Undertake such other duties as are commensurate with the grade of the post.
• Work with other procurement team members and the Procurement Manager to perform all additional assigned duties as needed.