Administration and Premises Assistant At Anna Lindh Foundation

Key responsibilities

• Conduct regular checks about the conditions of the premises and the workspace and act proactively to ensure responding to all related needs, recommending solutions and required renovations.
• Maintain contracts and act as focal point with external service providers relevant to the premises, monitor their performance and ensure renewal and/or recommend proper action where needed.
• Supervise the Service and Security teams in their daily work to ensure their efficient performance and the proper conditions of the building.
• Obtain price quotations and prepare price comparisons for the procurements needed for the premises and the workspace.
• Responsible for controlling the stock and monitoring the consumption of different office supplies, implement a replenishment plan and timely process the related purchase orders without delay in compliance with the Foundation’s system (office refreshment, cleaning materials, stationary, toners, etc.)
• Manage the monthly custody of the Unit in relation to the premises, ensure recording the cash flow of each transaction and drafts the monthly custody report with the necessary documentation.
• Handle the settlement of monthly bills on due dates and maintain the appropriate documentation (electricity, telephone, internet…etc)
• Maintain records of office equipment and participate in the process of annual inventory count of assets.

Requisites

• Bachelor’s degree in a relevant field related to the key above-detailed responsibilities.
• Minimum three years of work experience in an administrative field, preferably involving maintenance work.
• Excellent written and oral English and Arabic skills.
• Proficient knowledge of standard computer software (MS Word®, Excel®, PowerPoint and Outlook®)

Assets

• Knowledge and experience in handling maintenance work.
• Experience as focal point with different service providers.
• Specific training courses related to administrative fields.
• Experience working in an international organisation.
• Dynamic and proactive personality, with punctuality and attention to details.
• Strong communication and negotiation skills.