Description

About the Job 

The Admin and Procurement Officer is responsible for ensuring efficient administrative operations and transparent, compliant procurement processes that support QRF’s organizational and programmatic objectives. This role oversees daily office operations, facility management, and procurement activities while maintaining high standards of service, compliance, and operational effectiveness. The position also plays a vital role in coordinating with vendors, managing contracts, and supporting all departments to ensure that administrative and procurement functions are delivered smoothly, efficiently, and in line with QRF policies.

Requirements

Main duties and responsibilities: 

A. Procurement Responsibilities

• Coordinate the full procurement cycle, including sourcing, tendering, evaluation, purchasing, and contracting.

• Ensure compliance with QRF’s Procurement Policy and donor procurement requirements.

• Maintain an up-to-date vendor database and ensure supplier due diligence is conducted.

• Manage inventory of office supplies, furniture, equipment, and QRF consumables, ensuring availability, timely replenishment, and cost efficiency.

• Issue and manage Purchase Orders (POs), ensuring timely delivery and proper documentation.

• Monitor and reconcile petty cash and procurement-related budgets.

• Prepare procurement reports and maintain organized records for audit readiness.

• Manage inventory of office supplies, furniture, and equipment, ensuring availability and cost efficiency.

B. Administrative and Facilities Management:

• Coordinate the reception area at QRF to ensure that all visitors are welcomed and assisted in a professional manner.

• Liaise with internal stakeholders to ensure smooth visitor management and proper coordination of appointments, meetings, and access requirements.

• Oversee maintenance, housekeeping, and repair activities for QRF premises.

• Supervise service contracts (security, cleaning, maintenance) to ensure operational quality.

• Coordinate transportation and logistics for staff and guests.

• Manage mailroom operations and coordinate with courier and postal service providers.

• Support the coordination of meeting room bookings for internal and external meetings, ensuring rooms are prepared and available as required.

• Ensure compliance with health, safety, and environmental standards through regular inspections and staff awareness initiatives.

C. Government Relations

• Administer e-government transactions and ensure compliance with relevant regulations.

• Liaise with governmental entities to renew licenses, permits, and registrations.

• Ensure accuracy and completeness of all official documentation submitted to authorities.

D. Document Management 

• Maintain proper filing systems (digital and hard copy) for administrative and procurement records.

•  Draft, proofread, and archive official correspondence and contracts.

E. Health, Safety, and Compliance

• Conduct regular site inspections to ensure adherence to health and safety policies.

• Lead safety awareness sessions and coordinate staff training on emergency procedures.

• Investigate incidents or accidents, report findings, and propose corrective measures.

Job Qualifications: 

Educational Level 

• Bachelor’s degree in Business Administration, Management, or a related field.

• Procurement or supply chain certification (CIPS or equivalent) is an asset.

Years of experience/ Skills:  

• Minimum of 3-5 years of progressive professional experience in administration and/or procurement roles.

• Experience with NGO or donor-funded projects preferred.

Languages: 

• Fluency in both Arabic and English (spoken and written) is essential, with proven ability to draft high-quality, nuanced communications in Arabic.