Senior Administration Officer

Deadline Tue, Jul 05, 2022

Main Job Purpose

Senior Administration Officer facilitate the operations of SFSD by coordinates the activities and operations of the administrative division to ensure that daily office operations are performed in a seamless and efficient manner.


1. Administration:

  • Handle the day-to-day operations of administration team.
  • Ensure that SFSD office is stocked with necessary supplies and that all equipment is working and properly maintained.
  • Responsible for all SFSD maintenance and renovations to maintain and standardize the professional image of SFSD.
  • Supervise and handle all employees’ field visits; arrangements, external travel registrations (Visa-Ticket & Accommodation) and guest arrangements for all sectors in alignment with SFSD regulations and policies.
  • Build an inventory system and monitor inventory to ensure the flow of goods remains positive.
  • Building an assets tracking system, i.e. database with labeling system and codes.
  • Contribute in the preparation of the annual budget, including compiling data and projections

2. Procurement:

  • Responsible for the purchasing process for all SFSD assets, equipment and services following SFSD rules and procedures.
  • Identify and select the market best service providers. Discovering profitable suppliers and initiate procurement partnerships through negotiating to secure SFSD advantageous terms.
  • Update yearly Supplier Data Base with updated information and price lists.
  • Examine and test existing contracts, and develop if needed.
  • Finalize purchase details of orders and deliveries.
  • Analyze invoices to ensure accuracy of goods delivered.
  • Track and report key functional metrics to reduce expenses and improve effectiveness.
  • Monitor all supplier performance, ensure timely delivery of all products, and maintain accuracy in all vendor data.
  • Collaborate with key persons to ensure clarity of the specifications.
  • Generates reports of status for procurement activities, such as forecasting payments, amendments, close outs, and sector specific data (i.e. monthly and quarterly reporting).
  • Coordinates with Finance Departement to ensure on-time deliverables, payments, and cash.
  • Manage all communication with all vendors and track all orders and resolve any issues.

Position Relationship with Other Parties

  • Internal Relationships: All sectors.
  • External Relationships: Suppliers - Vendors - Hotels - External Service Providers (assets - Car company - kitchen supplies…).

Work Environment

  • In Office: 80%
  • Out of Office: 20%
  • Virtual: Applicable
  • Working Days: 5
  • Days off: Friday & Saturday
  • Working Hours: 9 am to 5 pm
  • Work Hazard: Normal

Position Dimensions

  • Level of Authority: Authority and decisions within own sector decisions
  • Financial Control: Petty Cash / purchase requisition within limited budget
  • Annual Amount: NA
  • Hiring Authority & Promotion: Coach New Employees

Job Requirements

1. Education:

  • Bachelor Degree, MBA degree is a plus

2. Experience

  • 5 to 7 years of experience

3. Procurement Experience:

  • Knowledge of sourcing and procurement techniques as well as a dexterity in “reading” the market
  • Aptitude in decision-making and working with numbers
  • Experience in collecting and analyzing data

4. Computer Skills

  • MS Office

5. Languages:

  • English and Arabic

Core Values

1. Respect:

  • Dealing with each individual taking into account all his/her needs, rights, differences and opinions; we Value time, effort, place and resources.

2. Equality:

  • We grant each person the right to express, participation and ownership of all his/her rights, privileges and equal opportunities.

3. Trustworthiness:

  • Fulfillment of rights, duties and responsibilities effectively with sincerity, integrity and dedication to work.

4. Cooperation:

  • Work within the spirit of support, show flexibility with all people and entities we deal with.

5. Team Work:

  • Organized collaboration between an integrated group of people with specific and interrelated roles to reach a common goal.

Functional Key Competencies

  • Excellent written and verbal communication skills
  • Attention to details
  • Planning and organizing
  • Time Management
  • Analytical skills
  • Talent in negotiations and networking

How to Apply


  • No applications will be accepted after the 5th of July, 2022.