Administration Officer at Christian Blind Mission (CBM)

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.