JOB PURPOSE The Administration Specialist is responsible for handling administrative and
procurement tasks to support the provision of business activities or services.
RESPONSIBILITIES - Ensure the smooth operation of the department by managing health,
safety, tidiness, and maintenance. Control office supplies and equipment,
orders materials as needed, and audits invoices for accuracy.
- Collect, combine, and summarize data to create standard reports,
schedules, summaries, and letters. Identify discrepancies in the data and
follow up with relevant parties to correct errors.
- Assist with the building's entertainment programs by coordinating events.
- Implement and maintain an accurate filing/data retrieval system to ensure
accessible and up-to-date information at all times.
- Carry out requested tasks on assigned ad-hoc projects, liaising with
internal and external parties, and coordinate/follow up with concerned
suppliers to ensure a smooth workflow.
- Oversee the work performed by the administrative team, including
subcontractors' employees. Coordinate with concerned parties to ensure
that security systems are running properly and that system menus are set
up correctly.
- Acquire requisitions for items/services needed for the operation, issues
purchase orders to preferred suppliers and resolve any problems with
supply orders.
- Review price quotes and availability of items, offer purchase
recommendations, and negotiate with vendor representatives as required.
- Develop specifications and collaborate with designated department
personnel on procured items/services.
Follow up with suppliers on items purchased by the procurement
department and contract renewals.
- Support the implementation of Corporate Social Responsibility (CSR)
projects and events as needed, while also staying informed about the
latest CSR trends and discussions in the relevant sector.
BEHAVIORAL COMPETENCIES
Customer Focus
Builds strong customer relationships and delivers customer-centric solutions. For
example, probes deeply into customer needs to identify less obvious interests or
expectations. Consistently goes above and beyond to understand customer
requirements and surpass their expectations.
Resourcefulness
Secures and deploys resources effectively and efficiently. For example, seeks the
most efficient approach to tasks; ensures timely completion by monitoring deadlines
and requesting additional resources when needed to meet deadlines or quality
standards. Optimizes available resources in ways that may cause a reprioritization
of the tasks in order to maximize their value.
Plans and Aligns
Plans and prioritizes work to meet commitments aligned with organizational goals.
For example, outlines clear plans that put actions in a logical sequence; conveys
some time frames. Aligns own work with relevant workgroups. Takes some steps to
reduce bottlenecks and speed up the work.
Collaborates
Builds partnerships and works collaboratively with others to meet shared objectives.
For example, finds many ways to add value to the team; probes to draw out richer
input from others; is a valued resource who goes out of the way to help others.
Nimble Learning
Learns through experimentation when tackling new problems, using both successes
and failures as learning fodder. For example, relishes new or unusual problems;
seeks others' input and experiments with own ideas. Easily learns the essence of
difficult issues and concepts. Investigates and discusses own mistakes to learn from
them.
LANGUAGE & TECHNICAL
SKILLS
Language Proficiency
- Fluency in English and Arabic.
- Fluency in French is a plus.
Technical Skills
- Proficiency in MS Office.
EDUCATION Bachelor’s degree in Business Administration, or a related field.
EXPERIENCE Two to four years of experience in a similar role.
Azadea Group is an Equal Employment Employer – All qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability,
age, or any other characteristic protected by relevant local laws.
