Admin and Logistics Officer

Stichting White Helmets Foundation, Netherlands

Skill Required:, Finance and AccountsHR and Admin
Preferred Experience: 
1 to 3 Years
Email for CV Submission: 
Closing Date for Applications: 
5th May, 2019

Job Description

Responsibilities and Tasks:


  • Conduct administrative tasks including but not limited to support for HR allocation, office coordination, and management of guest house and other facilities.
  • Assist in communication with SWHF’s all stakeholder (banks, suppliers, etc.);
  • Manage office supplies, security protocols and safe logs;
  • Provide support to visiting staff including management of local hotel bookings in accordance with the organisation’s travel policies;
  • Purchase goods and services for the office in accordance with the internal procurement policy, and external stakeholder rules and regulations;
  • Control the inventory of physical assets including the issue of staff equipment;
  • Assist the organisation in the preparation and distribution of procurement documents including, but not limited to RFQ, RFP, RFI and Tenders;
  • Prepare contracts such as purchase orders, work orders, contract agreements, the scope of works, letters of instruction etc.;
  • Registering & recording all project expenditures, salary payments, consultant fees and other support costs to the appropriate files;
  • Ensure all project related support financial and admin document scan copies are complete and uploaded on SWHF’s archiving servers.


  • Manage vendor contracts and relationships and complaints promptly and appropriately to ensure seamless programme delivery occurs;
  • Ensure all procurement and logistics documents are current and complete and ready for inspection and audit at all times;
  • Continuous monitoring and evaluation of SWHF’s processes and procedures and the identification of areas where improvements can be made in order to increase efficiency and improve effectiveness;
  • Ensure effective implementation and adherence to HCM policies and operational procedures;
  • Assist the implementation of an effective recruitment cycle, and ensure all required documentation is in place as per recruitment SOPs;
  • Liaise conducting an effective on-boarding process for new hires;
  • Responsible for the organisation’s petty cash fund payments including archiving, ensuring all documentations are properly stored and scanned in compliance with the procedure;
  • Any other periodic and ad-hoc tasks/ duties as requested by the line managers.

Required Qualifications:

Educational Background and experience: academic qualification in accounting and administration services (minimum BA). A minimum of two years of professional experience in the field of admin, finance and logistics in an NGO/grant funded environment.

Skills and Competencies:

  • Ability to properly manage confidential information
  • Ability to work under stressful conditions and adapt to changing environment and plans;
  • Ability to work effectively in a multi-cultural environment in a non-discriminatory manner;
  • High standards of professional integrity;
  • MUST be proficient in MS Office 365 Applications, and be open-minded with regard to technological innovation and solutions;
  • Fluent in Dutch and English, or Dutch and Arabic (Spoken and Written);
  • Strong self-confidence and the ability to negotiate with purchasing professionals, administrators, and company representatives;
  • Ability to perform clerical work with a high degree of accuracy and attention to detail.

How to apply:

This position is open to candidates with valid work and residence permits in the Netherlands and/or EU.

Interested candidates should send a cover letter and their CV in English to the email address: with the title: Admin and Logistics Officer.

The Employment application form must be completed in English and in electronic format:

Applications must be received no later than May 5th, 2019.

Only shortlisted candidates will be contacted.

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