Clerk III/Specialist Admin

Financial Job Dimensions

Degree of supervision

General supervision over operational activities  

Level of Authority

General Authority over daily functional operation 

Purpose of the Job

Provides high-level administrative support to the department, primarily based on ALJ Central procurement, ALJ Fixed assets, and ALJ Security policies and procedures. Applies knowledge and skills to resolve complex administrative problems independently or with others.

Key Accountabilities: Description

• Implement purchasing procedures to maintain the security of supply and demand for department operations and ensure optimal value for money. 
• Also Responsible to the organization of a high-quality catering service  
• Maintain regular inventory of all incoming goods and submit inventory reports. 
• Ensure all purchase requests are completed correctly, including proper documentation of materials and expenses. 
• Support PIO business units to ensure the proper implementation of ALJ Fixed assets handling SOP. 
• Perform monthly routine maintenance schedule to know the status of CCTV. 

Key Accountabilities: Performance Indicators

• Operational cost optimization and Response time 
• Response time 
• Compliance  

Major Activities

1. Gather market prices, delivery times, market trends and implement appropriate direct and indirect purchasing programs to determine current and future material availability 
2. Review orders with identifying suitable budget sources before sending them directly to Finance team/JSAP team for daily approval 
3. Put cost-saving measures in place by contacting ALJ OSOOL to confirm availability prior to placing a purchase order 
4. Responsible for checking availability and confirming physical counts of all CCTV cameras in all PIO cost centers and create a master list for all CCTV cameras with details including photos, and requesting new CCTV for any location if required 
5. Ensure all documentation and records are maintained in accordance with the requirements of ISO 9001 
6. Meet PIO 5S requirements, clean, shiny, and organized workplace at the end of each working day 
7. Provide services with the utmost regard for ethics and relentless commitment to ALJ code of honor 
8. High interpersonal and communication skills, including the ability to form strong relationships with key stakeholders, and the ability to effectively negotiate and solve problems constructively 
9. Show initiative in the performance of duties and recommend improvements to the procedures and processes that interact with the position 

Job Context

• The job requires basic knowledge in management administration  
• The job requires the ability to define problems, collect data, establish facts, and draw valid conclusions 
• The job holder is responsible to fulfill departments administrative needs  

Framework, Boundaries & Decision Making Authority

• The job holder ensures meeting department 5s requirements on daily basis
• The job holder is responsible organizing catering service  

Organizational / Functional Strategic Focus

• The job has a crucial supporting role in ensuring implementing purchasing procedures to maintain the security of supply and demand  
• The job has a crucial supporting role in handling department fixed asset execution   

Minimum Qualifications

High school  

Minimum Experience

• Two years of experience in an office or administrative support position 

Job-Specific Skills

• Excellent communication skills with ability to communicate at all levels. 
• Excellent planning and organizational skills. 
• Be able to demonstrate competence in computer skills within Microsoft Office applications.
• Ability to operate effectively in a team, contributing positively to team operations and working relationships. 
• Ability to work well and enjoy working in the constantly changing and challenging operations field 

Languages

English / Arabic  

Special Certifications / Membership

Competencies