Associate Administration Support Officer

To ensure coordination and provision of full range of contracts management for Administration Department including contract establishment/management, SAP/Ariba Support, annual budgeting/forecasting, Direct Procurement, supervising GS/Contractor team (basic manpower, refreshment & janitorial), enhance business process, implement policies & procedures and support Admin Management to ensure smooth flow of activities related to General Services /Administration Support and Services. Support to ensure smooth flow of activities related to General Services/Administration Section in Doha.

[Not translated in selected language]
- Supervise Administration Support activities. Assist in day-to-day administrative works and supervising by coordinating and planning essential central services such as Direct Procurement activities, cleaning, refreshment / pantry services, basic manpower support, office move, SAP/Ariba activities, supplies, reports, amendment of policies and procedures and forecast/budget preparation etc.
- Supervise Contractors and their dedicated team and its services, ensuring that, all related hygiene and safety services are dealt with in prompt and efficient manner. Monitor’s performance of Contractors to ensure satisfactory services and compliances with agreed terms
- As a Focal point, Liaise with Sections, prepare and submit annual budget and forecast of upstream supplies and services for all locations pertaining to GS, Doha Office Cost, FM, Housing and SS for BRC review and approval.
- Initiate, develop and update Administration Servies and Support policies and procedure as and when required including make recommendations for changes and improvements to existing standards, policies, and procedures. Liaise with C&P team, participate in development of Policies and Procedures for the Department and review/amend existing policies and procedure for sections and its activities as and when required.
- Responsible to handle large contracts for Admin’s locations including initiation and preparation of tender documents from the tendering till awarding the contracts by selecting/recommending best quality service providers on time which includes but not limited to the preparation of scope of work, variation, cost estimation, UBEM/UBER, PBEM and recommendation memos to the Management along with processing/conducting pre-qualification process and technical evaluation process and clarification requests.
- Support selection and ensure mobilization of contractor personnel during the contract establishment and contract period.
- Initiate liaising with Admin Contractors and implement appropriate precautionary measures in their services at DEL premises during any emergency.
- Supervise maintenance work performed by GS areas, inspects the location as necessary and approve standard and cost of the repair to be undertaken.
- Communicate, liaise, and coordinate closely with P&C to establish/award office supplies and services contracts for Administration Department including preparation of tender documents, evaluation results, and award recommendations if any.
- Reconcile and prepare various kinds of reports which include cost optimization, performance progress, carbon food print study, weekly/monthly reports and audit/HSES KPIs etc.
- Review and ensure to implement SLA for internal and external services.
- Handling Company Stamp and distribution as per the Company policy.
- Coordination and Support to DEL Internal Audit team for their smooth completion of auditing exercise in Admin Upstream to improve the services.
- Handling Direct procurement activities in SAP/Ariba and establishing low value purchase orders for Admin locations including PO, WSO, SES, GRN in SAP/Ariba and coordinate with Finance in solving GS and Financial issues. Follow-up for the approval of Purchase Requisition/direct procurement purchase orders with suppliers/P&C and forward the status to the concerned.
- Maintain Admin’s annual Procurement Plan and ensure cost effective management of service contracts by selecting and recommending best quality service contractors and overseeing the work carried out by assigned staff to monitor their performance.
- Support Head of Administration Services and Support to handle business travel and its transaction for both locations Doha and RLC including establishment of corporate discounted deals and special promotions to the staff
- Support Projects, Offshore and PR Team for their logistics needs and work closely with other Department teams to ensure excellent facilities are provided and maintained.
- Coordinate with HSES team, conduct safety audit at the Contractor’s accommodation and vendors premises as and when required. Conduct toolbox meeting with the Contractor and its personnel on regular basis
- Prepare Department’s Business Plan, KPI’s, Objectives, Achievements, Presentations/proposals, Case Studies and other related reports and schedules
- Update, maintain and distribute Admin’s contract status
- Participates