Admin/Procurement Assistant

CARE Palestine (West Bank/Gaza) is looking for a committed professional to the values of Transformation, Integrity, Diversity, Equality, and Excellence for a 6 months contract with possibility of extension, to fill the following vacancy:

Admin/Procurement Assistant

CARE Palestine with support of local partners, is providing humanitarian assistance to vulnerable populations affected by the conflict in Gaza. CARE Palestine’s programmes target conflict affected populations living in collective shelters in Gaza strip. The core sectors of CARE’s work include the restoration of Water, Sanitation and Hygiene (WASH) services, shelter, protection, Sexual Reproductive and Maternal Health (SRMH) services that combines rehabilitation and equipping of Primary Health Care Facilities, family planning support, capacity building of health staff and health outreach activities. CARE programmes mainstream protection and gender in all diversities, with a focus on specific needs of women and girls, recognizing that they are disproportionately affected by disasters.

Start Date: As soon as possible

Position Location: CARE’s office in Gaza (Der Al-Balah) with frequent movment to projects locations.

Length of Contract: 6 months with possibility of extension depending on availability of funds, performance of the individual. The position will be full-time.

Reporting/Line Management: Senior Supply Chain Officer.

The Admin & Procurement Assistant will carry out procurement activities in line with organizational policies and procedures, ensuring transparency, value for money, and adherence to bidding guidelines. They will also be custodian for the petty cash fund at Gaza Strip, ensuring accurate documentation and compliance with financial policies.

The positions will uphold CARE’s Core Values namely, Transformation, Integrity, Diversity, Equality, Excellence promote CARE’s mission and vision, programme principles to enhance programme impact. Ensures modelling of CARE’s values among MEAL staff and be committed to women and girl’s empowerment.

Responsibilities:

Job Responsibility 1: Office Management & Reception (40%)

1-Maintain the Gaza Office reception area, ensuring it is presentable at all times, and that entrance and reception areas are safe and accessible.
2-Organize meetings and workshops as required.
3- Liaise with landlords regarding any issues related to CARE facilities in Gaza.

Facilities & Maintenance
4-Identify and manage maintenance needs for the office, including premises, office equipment, phone systems, air conditioning, and alarm systems.
5-Ensure all utilities and rents are paid on time, coordinating with landlords and service providers as necessary.

Asset & Database Management
6-Maintain an updated asset register, including item descriptions, serial numbers, purchase dates, locations, and assigned users.
7-Create, maintain, and update various databases as required, such as tracking sheets and procurement status reports.
8-Track periodic charges and expenses on a monthly basis through updated databases and reports.

Job Responsibility 2: Procurement Process & Documentation (40%)

1. Support the Senior Supply Chain officer in preparing tender documents and facilitating tender releases (e.g., publishing tenders in newspapers).
2- Assist in preparing and processing RFQs (Requests for Quotation), Purchase Orders, collecting quotations.
3- Support in evaluating vendor offers, ensuring compliance with procurement policies and procedures.
4- Follow up on bid opening sessions to ensure adherence to procurement procedures.
5-Assist in preparing SBAs (Summary of Bid Analysis); audit and review data entry and prepare draft recommendations.
6- Coordinate with requesters and procurement committee members to finalize the results of the SBA.
7- Submit finalized SBAs and recommendations to the Senior Supply Chain Officer for review and approval.


Vendor & Supplier Coordination
1- Complete vendor registration forms and other required documentation, and submit them to the procurement committee for review.
2- Coordinate with vendors and the logistics team to ensure the timely delivery of goods and services.
3- Communicate with suppliers and requesters regarding purchase order status, invoices, delivery time-lines, and any quality issues.
4- Maintain and regularly update the supplier database, monitoring vendor performance and contract compliance.

Filing & Record Keeping
Record, scan, and file all procurement documents to maintain an organized and up-to-date filing system.

Job Responsibility 3: Office Payments & Petty Cash Management (20%)

1. Prepare payment requests for office expenses, including stationery, cleaning materials, taxi transportation, and other operational costs.
2. Maintain Gaza office petty cash, ensuring proper documentation through petty cash vouchers, accurate coding, and adherence to financial policies.
3. Send monthly petty cash replenishment requests to the finance department in a timely manner.
4. Ensure all transactions are properly approved by budget holders and accurately allocated to the correct budget lines.

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Qualifications:

Required:

• Bachelor degree in Business Administration, Finance, Accounting, Public Administration or any related field.

Experience/Technical Skills:

Required:

• 2 years of relevant working experience.
• good command in Excel and Word.
•  Ability to speak, write and communicate fluently in Arabic and English, and has a good command of English.

Desired:

      Previous experience in monitoring and evaluation.

Interested applicants are encouraged to send their CV by e- mail to [email protected], to the attention of the HR Department no later than COB Tuesday, 13/05/2025, indicating the job title in the subject line and cover letter.

Applications received after this date or that do not meet the qualifications above will not be considered. Only short-listed candidates will be contacted for an interview.

Applications from female candidates are strongly encouraged.

CARE International promotes the principle of Equal Opportunity for all.

***Due to the urgency to fill this role, applications will be reviewed on a rolling basis. Kindly note that the position might be filled before the vacancy announcement is closed