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POSITION SUMMARY:
The Admin Assistant is a member of Operations at Blumont. The role holder will be responsible for ensuring that all administrative procedures and policies are in place and followed. He/She ensures proper office and guesthouse management (kitchen and stationery supplies, hygiene, maintenance, utility bills, etc.…). The role holder is also in charge of fleet management for Hasaka.
Supervisory level: Cleaners and Drivers will be reporting to this role
KEY AREAS OF ACCOUNTABLITY
- Prepare all payments related to office/guesthouse (daily drivers, labors, utility bills, etc…) and submit them in a timely manner with all required supporting documents to be processed on time.
- In charge of fleet management and transportation for movement needs, including verification of vehicle logsheet, driving licenses and vehicles registrations to be up to date on the record, incident reporting in case of accidents and sharing with relevant stakeholders.
- Preparing and sharing monthly fleet management reports.
- Arrange the transportation for Expat/Local travel for both staff and visitors based on the movement plan.
- Ensure close coordination with other areas fleet focal points for long trips.
- Arrange the transportation for mail (documents, equipment, etc.…).
- Responsible for office management (kitchen and stationery supplies, hygiene, maintenance, utility bills, etc…) to be ready for use by employees,
- idents and visitors. (Raising requests when needs occur to replenish supplies for example)
- Line manager for cleaners and daily drivers.
- Assist supply chain officer in collecting purchase requisition from various departments for good as service and arrange for their procurement making sure that Bluemont’s interest is well regarded.
- Make sure that purchased items fully match the required specifications and prepare documentations for acknowledging receipt by end users.
- Updating of all the trackers (GRN tracker – PR tracker – Payment Tracker –).
- Fleet management (Maintain vehicle log sheet for all vehicles, make sure that vehicle registration and driver license are up to date, and in case of any accident report will be prepared and as far as possible police report will be prepared too).
- Oversee the operations of the power generators, make sure that enough stock of diesel, lubricant and filters are available at all times to ensure the smooth operations of the generators.
- Prepare monthly reports on fuel consumption by generators.
- Arrange local transportation for personnel travel within the country.
- Follow up the office supplies stock and make sure that enough stock of these items is stored and prepare the necessary documentation.
- Plan the leave for the cleaner and generator operators in coordination with them and follow up it accordingly.
- Conduct market surveys in the markets when needed and requested.
- Prepare the needed documents related to the cleaner and generator operators (Time Sheet – Leave Request).
- Perform any other related duties as required.
Additionally, work as backup for other colleagues when she/he is away from office and give all supply chain support required Whenever needed.
A diploma certificate, preferably in Logistics and Procurements or administration.
Minimum two years of prior professional experience in a similar post, extensive experience within administration.
Good experience in the usage of computers and office software packages (MS Word, Excel, etc.).
Previous experience in the Humanitarian Aid System is desirable.
Experience working with donors’ regulations and rules.
Ability to speak and write effectively in English and Arabic.
Ability to meet deadlines and work commitment with minimum supervision.
Excellent interpersonal, organizational and communication skills.
Ability to stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and has a consistent behavior towards others.
SUCCESS FACTORS:
Good work environment.
Supervisor flexibility.
Good communications experience.
Accuracy in work.
Self-discipline.
- Personal qualities: Works well in and promotes teamwork, strong community outreach skills, detail oriented, honest, flexible, and able to handle pressure well.
Commitment:
Every Blumont team member is expected to carry out their duties in accordance with Blumont’s code of ethics, core values, anti-harassment policy, child protection and PSEA policies.
Other Considerations:
• Candidates will be required to provide educational certification to Blumont’s satisfaction as a requirement for this role.
• Candidates from the local area are encouraged to apply.
Interested candidates are requested to fill out and attach the most updated Resume to the link below before 15 December 2025:
LINK: https://ee-eu.kobotoolbox.org/single/UfEohjjn
Blumont is an equal-opportunity employer, values diversity in its workforce and continually strives to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates. Due to the large volume of applications, we receive, we are unable to respond to all applicants, therefore, only shortlisted candidates will be contacted.
Blumont will review the applications on rolling basis and may close the advertisement before the deadline if the ideal candidate was found. One or more similar/different positions maybe filled in this recruitment activity depending on the applicants’ qualifications.
Blumont’s selection process will include rigorous background checks and all team members will be expected to carry out their duties in accordance with our core values, anti-harassment policy and PSEA policies
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