About Jafra Foundation
Jafra Foundation is a Palestinian non-governmental organisation working in Palestinian refugee camps in Lebanon and Syria. We work alongside young people and communities through [relief, protection, education, youth and community programmes.
Our work is funded by international donors, so clear, accurate and audit-ready procurement is essential to everything we deliver in the camps.
Position overview
The Procurement Administrative Assistant supports the Procurement Officer by handling procurement paperwork, correspondence and records at our Beirut head office. The role keeps every purchase organised, documented and compliant with Jafra's procurement policy and donor requirements, so that files are ready for internal and external audit at any time.
Key responsibilities
Procurement paperwork and compliance
- Prepare and process purchase requisitions, purchase orders and related forms.
- Request and collect supplier quotations, and prepare price comparison sheets in line with Jafra's procurement thresholds and donor rules.
- Check invoices, delivery notes and receipts against purchase orders, and flag any discrepancies.
- Support the preparation of tender documents, contracts and supplier registration files, as instructed.
- Collect supplier documents for due diligence (commercial registration, tax documents, bank details) and support vetting checks where donors require them.
- Make sure conflict-of-interest declarations are completed and filed for each procurement.
- Track approvals and signatures, and follow up on pending items.
- Keep procurement trackers (orders, deliveries, payments) accurate and up to date, including quotations and invoices in USD and LBP.
Email and correspondence
- Manage the procurement mailbox, sorting and prioritising incoming messages.
- Answer routine questions from suppliers and Jafra teams, and escalate other matters to the Procurement Officer.
- Draft requests for quotation, order confirmations, follow-ups, letters and memos in Arabic and English.
- Send purchase orders and documents to suppliers and confirm receipt.
- Arrange meetings, calls and supplier visits, and support the Procurement Officer's calendar when needed.
Filing and archiving
- File all procurement documents, paper and electronic, according to Jafra's filing system.
- Scan paper documents and keep an organised, searchable digital archive.
- Keep supplier files and contract records complete and current.
- Retrieve documents quickly for internal reviews, donor monitoring and external audits.
- Apply Jafra's document retention policy, including donor requirements to keep records for several years after a project ends.
- Keep supplier, pricing and contract information confidential.
Other duties
- Support the Procurement Officer with reports, data entry and other administrative tasks as assigned.
Requirements
Essential
- Diploma or bachelor's degree in business administration, supply chain, accounting or a related field.
- 1–2 years of administrative, office or procurement support experience. Fresh graduates with relevant internships are welcome to apply.
- Basic knowledge of procurement procedures and terms (quotations, purchase orders, delivery notes, invoices).
- Good working knowledge of Microsoft Office, especially Excel, Word and Outlook.
- Fluent Arabic and good written and spoken English.
- Strong organisation, attention to detail and consistent follow-up.
- Discretion with confidential information.
- Able to work from our office in Hamra, Beirut.
Desirable
- Experience with an NGO or on donor-funded projects.
- Familiarity with donor procurement rules (for example, UN agencies or European donors).
- Experience with digital archiving or shared drives (Google Drive, SharePoint).
- Knowledge of the Palestinian camps and communities in Lebanon.
What we offer
- A monthly salary of [USD amount / range], in line with Jafra's salary scale.
- [Paid annual leave, NSSF registration, transport allowance — confirm what applies].
- On-the-job training in NGO and donor procurement.
- A committed team working directly with Palestinian refugee communities.
Our commitments
Safeguarding. Jafra Foundation is committed to protecting children and vulnerable adults and to preventing sexual exploitation, abuse and harassment. All staff must sign and follow our Code of Conduct and Safeguarding Policy. Appointment is subject to reference checks.
Integrity. Jafra has zero tolerance for fraud, corruption and conflicts of interest. Procurement staff must declare any personal or family links with suppliers.
Equal opportunity. We welcome applications from all qualified candidates regardless of gender, nationality, religion or disability. Palestinian refugee candidates are strongly encouraged to apply.
Jafra Foundation never asks candidates for any fee at any stage of recruitment.
