Vacancy announcement for Admin/Procurement Assistant
Save the Children (SC) is the leading independent organization for children in need. Working in 120 countries, we fight for children’s rights and help them fulfill their potential. Having started its operations in Mongolia in 1994, we are celebrating our 30th Anniversary in 2024 and employ 50 staff members, working in eight provinces, implementing projects in Child Protection, Child Poverty, Education, Climate Change and Health areas. For more information, please check our website: www.savethechildren.mn.
We are urgently seeking an Administration and Procurement Assistant (APA) to assist with the daily administration and procurement activities. S/he will also work on the contracting and purchase of items and services required for our anniversary event. We will offer the selected candidate a competitive pay, generous benefits, and opportunities for personal growth. If you are passionate about making a positive impact on the lives of children in Mongolia, we encourage you to apply for this post.
About the Role:
Under the supervision of the Administration & HR Manager and working closely with the Procurement Officer, the APA will ensure procurement activities for the anniversary event are carried out efficiently, in line with SC policies, donor-specific regulations, and relevant laws. The role will also involve providing administrative and operational support to the team with the following responsibilities:
- Receive procurement requests from project teams, conduct research for potential vendors and collect quotations and carry out necessary analysis
- Prepare documentations such as requests for quotation, bidding documents, bid evaluations, and drafting contracts for approval
- Coordinate closely with project staff, vendors, and consultants
- Ensure compliance with SC and donor-specific procurement guidelines
- Any other duties assigned by Admin & HR Manager
Position Title: Administration and Procurement Assistant (Immediate Hire)
Term and Type: Full-time, till 31 December 2024 with possible extension
Event specific Responsibilities:
- Print Materials: Oversee the production of a photo album, anniversary book (Mongolian/English), stand boards, lapel pins, and related tasks
- Event Purchases: Procure guest gift packages and other items
- Guest Arrangements: Book hotels and transportation for international and domestic guests, ensure necessary insurance coverage, and provide logistical support during the event
- Other Duties: Conduct bidding analysis, manage contracts, maintain financial documentation, and support the event organizing team
Requirements:
- Bachelor’s degree in business administration, finance, management or a related field
- At least two years of experience in administration and/or procurement areas
- Excellent communications and interpersonal skills, with the ability to work effectively with multiple stakeholders
- Proficiency in MS Office programs, including Excel, Word, and Outlook
- Strong research, analytical, and financial skills
- Intermediate English skills would be preferred
- Experience in contract drafting, budgeting, and negotiation
- Ability to work in a team, manage time effectively, and pay attention to detail
How to Apply:
If you are interested in applying for the above position, please send your resume and a cover letter (in PDF format) explaining how you meet the job requirements to mongolia.jobs@savethechildren.org by 5:00 pm on October 23, 2024. Please mention “Application for Administration and Procurement Assistant” in the subject line of your email. Shortlisted candidates will be contacted. Thank you for your interest!