Admin Coordinator

Our Ideal Candidate:

We are seeking a highly motivated professional individual to join Qatar Charity Kyrgyzstan
Field Office operations. The candidate must be familiar with procedures on Operations/Support department – Procurement, Logistics and HR Procedures.

ABOUT Qatar Charity:

Qatar Charity is an International Humanitarian and Development Non – Governmental Organization (INGO), established in 1992 in accordance with the laws governing charitable work in the State of Qatar.

Qatar Charity’s Kyrgyzstan Field Office, carried out its first intervention in Kyrgyzstan in 2016 through a partner before establishing its full fledge office on 15th May, 2017 to provide development and humanitarian assistance to Kyrgyzstan through many interventions in different sectors and reached the most vulnerable people with lifesaving and economic empowerment projects such as poverty reduction/alleviation, Health, Food Security, Social Care, Shelter, WASH, Emergency Relief interventions and basic facilities infrastructures ( health, education and multi-communities services centers).

Job Purpose Summary:

The Admin Coordinator is responsible for managing administrative, procurement, logistical, and human resources to support office personnel in performing their duties efficiently. This includes facilitating all legal, general services, logistical requirements, and employee affairs, addressing any obstacles that may hinder the achievement of their job objectives.

Main Responsibilities and Duties:

1. Provide logistical support for all office-related tasks, particularly for communications, transportation, bookings, storage, permits, etc.
2. Monitor all contracts and legal affairs related to employee matters and administrative affairs.
3. Maintain office assets and inventory in compliance with established procedures.
4. Ensure safety and security protocols are maintained in the office and during work-related activities.
5. Manage procurement operations from requesting to receiving materials, ensuring all safety procedures are followed.
6. Responsible for establishing preferred vendor listing according to mapping of prequalification’s of vendors following a competitive bidding process and market surveys, review and update the supplier database sheet.
7. Verify that Goods or Services Received Notes accurately meet the standards outlined in the payment request and signed contract, ensuring they are approved by the authorized signatory.
8. Facilitate effective communication and collaboration between employees.
9. Receive and handle important documents directed to the organization.
10. Process all office-related payments and settle due invoices.
11. Manage employee transactions related to recruitment, onboarding, orientation, training, leave, and other HR matters.
12. Ensure updated archiving and compliance with HR procedures.
13. Prepare and submit monthly attendance reports for employees to the office director.
14. Assist in training and evaluating employees and represent HR in internal matters.
15. Ensure compliance with state labor laws and internal regulations.

Additional Tasks:

1. Participate in committees established by the office, such as recruitment committees, inventory committees, procurement committees, and others.
2. Undertake any other tasks as assigned by the direct supervisor.

Job Requirements and Qualifications:

1. Educational Qualification: Bachelor’s degree in human resources, Business Administration, Law, or a related field.
2. Experience: Minimum of 5 years in administrative, procurement and logistics in INGOs and/or UN Agency.
3. Language: Excellent oral and written communication skills.

– Fluency in spoken and written Arabic or English Language.

– Knowledge in spoken and written Russian Language is Advantage.

Skills:

• Strategic thinking skills.
• Administrative skills.
• Diplomacy and persuasion.
• Critical thinking and problem-solving skills.
• Human resources and interpersonal skills.
• Procurement management skills including planning and analysis.
• Computer skills.
• Knowledge of management operations.
• Ability to handle office tasks and manage various projects.
• Knowledge of using ERP systems.

Capabilities:

• Assess and influence work situations and problems.
• Capable of conflict resolution.
• Ability to handle work pressure and challenges.

Additional Information:

** International candidates are encouraged to apply for this position**

Contract period: One year – Renewal according to available funds.

Salary/benefits: According to Qatar Charity’s salary scale and terms and conditions

Duty station: Bishkek, Kyrgyzstan

Start Date: As Soon as Possible