Administrative Officer

The Administrative Officer reports to the Director of Finance & Administration and manages inventory, flights, visas, DHL shipments, transport requests and general administrative coordination with other departments. The Officer also maintains contact information in the SalesForce database.

Responsibilities:

• Leading on inventory management
• Responsible for and checking supply invoices against purchase orders
• Managing stock levels and distributing supplies from stock
• Preparing reports on adjustments to inventories, spoilt or damaged stock and changes in stock location
• Maintaining stock records using manual or computerized systems
• Inventory movements for request orders and coordinating inventory functions
• Supporting in preparing purchase orders
• Supporting, receiving, storing and issuing goods
• Leading on all flight bookings and visa applications and lead coordination with related departments, field visits and business travel according to the approved GFP and/or donor budgets
• Leading responsibility for DHL shipments and invoices
• Managing and coordinating transport requests with the Logistic Coordinator and staff
• Leading on stationery requests and finding sources of supply and obtaining quotes from suppliers
• Supporting the Director of Finance & Administration in work permits and residency for international staff
• Liaising with Human Resources Coordinator
• Whilst the Administrative Officer does not directly supervise the contracted Security Guards or contracted Cleaners, a responsibility is to be aware of any potential security issues, cleaning or maintenance requirements; to observe the standards of their work; and report any issues to the Director of Finance & Administration
• Maintaining of contact information in the SalesForce database
• Supporting the Finance & Administration Dept. with additional data entry and word processing tasks
• Supporting the Finance & Administration Dept. in policies and procedures
• Liaising with and supporting the whole team regarding any major GFP events
• Contributing and brainstorming ideas in support of organisation objectives

Education, Qualifications, Competences, Skills Required:

Essential:

• University Bachelor’s Degree
• At least four year’s professional experience in Office Administration role
• Excellent references and recommendations
• Experience in Inventory Management
• Experience in shipments
• Excellent spoken and written English and Arabic
• Excellent active listening, problem solving, client management and customer service skills
• Excellent computer skills (documents/spreadsheets/databases/presentations/calendars/email)
• Interest in global current affairs, peacebuilding and development
• Commitment to learning and personal development

Preferred:

• Experience in Logistics Management
• Experience in translation English to Arabic and Arabic to English

How to apply:

Visit the Generations For Peace website for the application documents.

Send your fully completed application form, in detail, together with CV/resume to the following email address: [email protected]

Closing Date: 12:00GMT, Thursday, 30 March 2017. Incomplete or late applications will not be reviewed.