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.
How to apply
To apply please visit: Administration and Premises Assistant | Anna Lindh Foundation
Interested candidates must complete and submit the below form in English only before March 16th , 2024 at 23.59 Central European Time (CET).
Candidates must upload a motivation letter of no more, nor less than two pages (Arial 11, simple space) and a detailed Curriculum vitae of no more than four pages, which has to follow the Europass template (https://europa.eu/europass/en), both in English only.
A confirmation message will automatically be displayed upon submission of the application. Only complete applications, meeting the eligibility criteria and submitted before the deadline will be considered.