POSITION DESCRIPTION

Under the supervision of the Human Resources and Operations Manager, the Procurement and Operations Assistant is responsible for managing the office's daily procurement and operational activities, ensuring the timely acquisition and delivery of goods, services, and works in full compliance with Amideast's Procurement Policy and internal procedures. The incumbent plays a key role in procuring high-quality, cost-effective goods and services while ensuring value for money, timely delivery, and adherence to approved budgets. The position is also responsible for coordinating facility maintenance activities and liaising with internal and external stakeholders to ensure that the office premises are safe, functional, and well maintained.

In addition, the incumbent oversees outsourced service providers, including cleaning, security, maintenance, and catering, monitors service quality and staff performance, and supports the efficient operation of the office. The Procurement and Operations Assistant also provides backup support to the HR and Operations Assistant, as required.

RESPONSIBILITIES
Main Duties:

Procurement

Maintain accurate records of contracts, purchase requisitions, purchase orders, and other procurement documentation in the designated systems and databases.
Maintain and update procurement Standard Operating Procedures (SOPs) to ensure alignment with Amideast's Procurement Policy.
Manage inventory levels and coordinate the timely procurement and replenishment of office supplies.
Coordinate with vendors and suppliers throughout the procurement process.
Conduct market research to identify qualified suppliers and evaluate the quality, availability, and cost of products and services.
Obtain competitive quotations and negotiate favorable pricing, terms, and delivery schedules while maintaining quality standards.
Build and maintain productive relationships with existing suppliers and identify new sourcing opportunities.
Prepare, review, and process procurement documentation in accordance with Amideast's procurement policies, procedures, and approval requirements.
Recommend vendors for award and maintain the preferred vendor database.
Monitor inventory levels and initiate replenishment orders as needed.
Support the Finance Department by coordinating the distribution of vendor cheques.
Process courier shipments by entering the required information into the related system.
Coordinate the procurement of goods and services for Amideast events and activities.
Manage user access by adding or removing employees from the Careem business account.
Perform other procurement- and operations-related duties as assigned.
Facility Management (in coordination with the HR and Operations Assistant)

Maintain and update facility management and maintenance SOPs in accordance with Amideast guidelines.
Ensure the office environment is clean, organized, safe, and professionally maintained.
Coordinate catering and related logistical services for meetings, events, and training activities.
Serve as one of the designated focal points for maintenance requests and coordinate with relevant parties to ensure their timely and effective resolution.
Monitor building maintenance and repair activities to ensure work is completed efficiently and to the required standard.
Communicate regularly with office staff regarding maintenance schedules, operational updates, and facility-related matters.
Monitor and oversee the performance of cleaning and security personnel, including attendance and service delivery, and coordinate with relevant parties as needed.
Prepare and manage daily cleaning schedules and assignments.
Conduct routine facility inspections to identify maintenance, safety, and housekeeping issues and coordinate corrective actions.
Ensure cleaning and security teams are informed of priorities and operational requirements.
Human Resources (in coordination with the HR and Operations Assistant)

Screen resumes and applications received for Amideast vacancy announcements.
Enroll eligible employees in the medical insurance program.
Process employee removals from the medical insurance program upon separation or changes in eligibility.
Provide backup support for HR administrative processes, as assigned.
Perform other HR-related duties as assigned.
QUALIFICATIONS AND SKILLS

Required

Bachelor's degree in a relevant field.
Minimum of one year of relevant professional experience in procurement, operations, administration, or a related area.
Proficiency in English at B2 level or above according to the Common European Framework of Reference for Languages (CEFR).
Fluency in Arabic, including strong verbal and written communication skills.
Ability to work effectively both independently and as part of a team.
Proficiency in Microsoft Office applications and general computer literacy.
Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
Excellent verbal communication and interpersonal skills.
Strong problem-solving and decision-making abilities.
Ability to manage time efficiently and prioritize tasks effectively.
Ability to work under pressure and deliver results within short timelines.
Reliable, approachable, and professional attitude.
Strong service orientation with a willingness to support colleagues and stakeholders.
Self-motivated with a positive and proactive approach to work.
Ability to maintain confidentiality and handle sensitive information with discretion.

To apply for this position please include a cover letter with your CV and send to the following email:

Please ensure to write the position title in the subject line.