Main Tasks
Office Administration &
Operations
- Manage professional office administration
and ensure efficient operations in line with CBM standards.
- Document and maintain up-to-date
administrative processes and procedures, leading regular reviews for
clarity, effectiveness, and efficiency.
- Ensure CBM complies with in-country
requirements (e.g., Certificate of Registration) in liaison with Finance
Operations Division (FaOD) and Human Resources.
- Line-manage the administrative team.
- Support the Admin Assistant with
logistics, including travel bookings, visitor schedules, and maintaining a
regular travel and visitors’ plan.
- Prepare invitation letters for visitors.
- Manage the use and fuel consumption of
CBM vehicles.
- Provide operational support to the
Country Director, including scheduling meetings, minute-taking, and report
preparation.
- Oversee office and property/facility
management, including cleanliness, maintenance, repairs, and follow-up on
Accessibility and Inclusion audits.
- Maintain and update the prequalified
supplier and service provider list.
- Ensure all CBM assets, equipment, and
vehicles have adequate and timely insurance coverage.
- Coordinate internal and external meetings
and conferences, including venue bookings, travel arrangements, catering,
and preparation of meeting spaces.
- Manage record keeping, filing, and
archiving of administrative and contractual documents.
- Organize OSH meetings and prepare
minutes.
- Ensure asset management processes are
followed, including maintaining the asset register, conducting semi annual
verifications, and updating records.
- Ensure all asset purchases, leases, and
disposals follow procurement guidelines and required approval processes.
Procurement
- Develop an annual procurement master plan
for the Regional and Country Offices.
- Prepare bid proposals, RFPs, and tender
documents for approval and coordinate the receipt of supplier quotations.
- Analyze quotations and prepare bid
analysis in line with CBM procurement guidelines.
- Serve on procurement and tender
committees, including preparing minutes and reports of committee
decisions.
- Maintain the supplier database and build
strong relationships with local suppliers.
- Manage communication with vendors and
staff to ensure smooth procurement processes.
- Ensure procured goods and services meet
quality, specifications, and quantity requirements and complete all
related documentation within agreed timelines.
These are your qualifications
- Bachelor’s degree in a business-related
field, preferably with a specialization in Procurement.
- Minimum of 4 years’ experience in a
similar role, preferably within an international development organization.
- Strong organizational and time-management
skills with the ability to prioritize and meet deadlines.
- Demonstrated integrity, professionalism,
and ability to handle sensitive information confidentially.
- Ability to work independently in a
fast-paced environment and to proactively identify and address potential
issues.
- Commitment to CBM’s values and adherence
to the Child Safeguarding Policy.
How to Apply
