Procurement and Operations Assistant

Organization DESCRIPTION

Established in 1951, Amideast is an American nonprofit organization dedicated to creating hope, opportunity, and mutual understanding among people in the Middle East, North Africa, and United States through life-changing opportunities for education and cultural exchanges. Working with local, regional, and international partners, we provide programs and services that improve educational opportunity and quality, expand access to U.S. study, empower youth and women, strengthen local institutions, and develop language and professional skills for success in the global economy. Headquartered in Washington, D.C., Amideast operates offices in 11 countries in the MENA region. For more information, visit us at www.amideast.org.

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.

WORK ENVIRONMENT

The incumbent in this position will work in a professional office environment and will utilize the following equipment when working from the corporate office.

• Computer (laptop or desktop)
• Printer/Photocopier/Scanner/Fax
• Telephone

Up to 5% business travel may be needed to support the department as needed.

The physical demands and work environment that have been described is representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position description is an overview of the major functions and requirements of this position. This document is not intended to be an exhaustive list encompassing every duty and requirement of the position; the Employee’s Manager may assign other duties as related or as otherwise deemed appropriate and necessary within the general scope, without the need for additional compensation.

Amideast is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by law.

Positions that involve interaction with children will be required to read, acknowledge, and comply with and attend special training in accordance with the Child Protection and Safeguarding policy. All Amideast representatives must comply with the Code of Conduct and all applicable organizational policies which include but are not limited to, Anti-Human Trafficking and Prevention of Sexual Exploitation and Abuse.

Amideast provides covered training opportunities for its staff within its current portfolio of offered services and that it invests in the advancement of its staff’s capabilities and skills to better perform at their roles.

Please note only the shortlisted candidates will be contacted. Interviews will be conducted on rolling basis and the vacancy will be closed when filled.