Sr. Administrative/procurement Officer

6 months ago

مصر, Egypt Pathfinder International Full time

**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**:

- Ba

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