Administration Support Specialist

Position Overview

We are seeking a highly organized and detail-oriented Administration Support Specialist to join our dynamic team. In this pivotal role, you will provide comprehensive administrative support to ensure the efficient operation of our facilities, contract management, and service delivery processes. The ideal candidate will possess strong analytical skills, exceptional communication abilities, and a proven track record in administrative services, facilities management, or operational contract oversight. This position offers an opportunity to contribute to the strategic goals of our organization while ensuring compliance, quality, and continuous improvement in all administrative functions.

Key Responsibilities

• Contract Management and Coordination: Monitor and manage operational and service contracts, liaising with suppliers and service providers to ensure adherence to agreed terms. Contribute to the development of Scopes of Work (SoW) and evaluate contract performance against established Key Performance Indicators (KPIs) and Service Level Agreements (SLAs).
• Financial and Compliance Oversight: Review invoices and financial claims to verify compliance with contract terms, approved performance levels, and organizational policies. Ensure all transactions align with budgetary constraints and regulatory requirements.
• Performance Monitoring and Reporting: Track service performance metrics, prepare periodic reports, and develop tracking dashboards to provide actionable insights. Analyze beneficiary satisfaction data, identify trends, and recommend improvements to enhance service quality.
• Administrative Operations: Manage incoming and outgoing correspondence, oversee document control, and maintain electronic archiving systems in accordance with organizational policies. Ensure accurate and timely processing of administrative transactions.
• Facilities and Service Oversight: Supervise catering, hospitality, food services, and administrative support services to maintain high standards of quality and efficiency. Conduct field visits to service-delivery sites to assess performance and implement corrective actions as needed.
• Data Analysis and Governance: Prepare and analyze operational data to support decision-making. Contribute to governance, compliance, risk management, and continuous improvement initiatives within the department.

Qualifications and Skills

To excel in this role, candidates must meet the following requirements:

• Education: A Bachelor’s degree in Business Administration, Public Administration, Facilities Management, Supply Chain Management, Industrial Engineering, or a related field.
• Experience: A minimum of 2 years of professional experience in administrative services, facilities management, operational contracts, or document management. Experience in managing catering, hospitality, or institutional food-service contracts is highly desirable.
• Language Proficiency: Fluency in both Arabic and English, with exceptional written and verbal communication skills.
• Technical Proficiency: Advanced skills in Microsoft Office (Excel, PowerPoint) and data analysis tools such as Power BI. Experience with administrative communication systems, document management, and electronic archiving is essential.
• Analytical and Managerial Skills: Strong analytical abilities, attention to detail, and proficiency in stakeholder management. Experience in developing performance indicators and measuring beneficiary satisfaction is a plus.
• Certifications (Preferred): Professional certification in Facilities and Services Management, Food Safety (HACCP or ISO 22000), Quality and Continuous Improvement (Lean Six Sigma), Service Management (ITIL), or Data Analysis and Business Intelligence (Microsoft Power BI, Microsoft Excel Expert).

Why Join Us?

As an Administration Support Specialist, you will play a critical role in ensuring the smooth operation of our organization’s administrative and facilities functions. You will have the opportunity to work in a collaborative environment, contribute to strategic initiatives, and develop your skills in contract management, performance analysis, and service delivery. If you are a proactive professional with a passion for operational excellence, we encourage you to apply and become a valued member of our team.