Administrative Assistant

Job Overview

This role is responsible for delivering effective administrative and procurement support by managing daily office functions, maintaining accurate documentation, supporting purchasing activities, and ensuring compliance with organizational protocols.

Key Responsibilities

• Handle day-to-day administrative tasks, including managing correspondence, filing, documentation, and maintaining records.
• Prepare official documents such as letters, reports, presentations, meeting agendas, and take minutes.
• Organize meetings, schedule appointments, address office needs, and respond to internal requests.
• Assist procurement operations by preparing purchase requisitions, gathering quotations, and liaising with vendors.
• Help evaluate quotations and compile comparison analyses alongside the Procurement team.
• Monitor purchase orders, contracts, delivery timelines, invoice processing, and payment follow-ups.
• Keep comprehensive procurement and vendor records updated and accurate.
• Manage office supplies and administrative inventory to ensure timely restocking.
• Collaborate closely with Finance, Procurement, Facilities, and various internal departments.
• Ensure all administrative and procurement actions conform to established policies, budgets, and authority delegation.
• Support vendor registration processes, oversee vendor performance, and address issues as required.
• Maintain strict confidentiality and undertake additional duties assigned by management.

Qualifications and Skills

• Bachelor’s degree in Business Administration, Procurement, Supply Chain Management, or related fields.
• Professional certifications in procurement or administration are beneficial.
• Understanding of procurement workflows including purchase requisitions, orders, quotations, and vendor relations.
• Strong skills in administration, organization, and document control.
• Capability to prepare comprehensive reports, comparison sheets, and formal correspondence.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Familiarity with ERP or procurement software is an added advantage.
• Effective communication and coordination abilities.
• Fluency in both Arabic and English languages.
• Meticulous attention to detail and capacity to handle multiple tasks simultaneously.
• High standards of integrity, confidentiality, and professionalism.