Job Summary

The Admin Officer will provide leadership and coordination for a wide range of administrative services to ensure smooth, efficient, and compliant operations in support of project implementation. This role oversees office management, guesthouse operations, facilities, travel logistics, and general administrative support functions. The Admin Officer is responsible for ensuring that all administrative systems and processes align with organizational policies, donor regulations, and local laws. The position also serves as a key liaison with government officials, landlords, service providers, and other external stakeholders, while ensuring high-quality support to staff and visitors.

Roles and Key Responsibilities 

• Oversee daily office administration, ensuring efficient operations and a professional work environment.
• Monitor and coordinate repairs and maintenance for plumbing, electrical, and structural issues; carry out minor repairs or liaise with contractors as needed.
• Ensure administrative processes, systems, and policies comply with organizational standards, donor regulations, and local laws.
• Maintain accurate administrative records, including lease agreements, service contracts, and licenses, ensuring renewals are completed on time.
• Support procurement processes related to administrative needs (office supplies, furniture, maintenance contracts, etc.) in compliance with procurement policies.
• Manage organizational assets, ensuring effective tracking, utilization, and safeguarding of equipment and supplies.
• Support negotiations and renewals of office and guesthouse lease agreements.
• Ensure compliance with occupational health and safety standards in the workplace.
• Coordinate safety drills, briefings, and related awareness sessions for staff and visitors when needed.
• Oversee office and grounds cleanliness, janitorial services, and waste management; prepare and follow up on monthly and quarterly cleaning schedules.
• Supervise cleaners and ensure cleanliness of office spaces, common areas, and proper functioning of security doors and shared facilities.
• Ensure availability and servicing of basic office utilities including drinking water, shared printers, and office supplies; maintain inventory and monitor usage.
• Maintain the office tender box register, asset tagging and barcoding, and support monthly physical inventory and asset tracking exercises.
• Keep accurate records of all repairs, preventive maintenance actions, and follow-ups with contractors, providing regular updates to the supervisor.
• Any other duties may be assigned by the supervisor to meet the needs of the unit and operations department as and when needed.

Basic Qualifications 

• Bachelor’s degree in business administration or relevant field preferred. 
• Minimum of 4 years’ work experience in administrative support functions, with increasing responsibility. Experience with international NGO is preferred.

Preferred Qualifications 

• Additional education may substitute for some experience.
• Experience and proficient skills in MS Office packages (Excel, Word, PowerPoint, Visio) and information management systems.

Knowledge, Skills and Abilities  

• Good planning, organizational and time management skills
• Strong customer service orientation with very good communication and interpersonal skills 
• Ethical conduct and ability to maintain confidentiality 
• Proactive, resourceful, solutions-oriented and results-oriented

Required Languages: 

• Proficient in spoken English and Arabic 

Travel: 

• Must be willing and able to travel up to 20 %. 

Supervisory Responsibilities: 

• Yes