Job Description

Art Jameel is looking for an Administration and Procurement Assistant with excellent
organisational skills. This role is a critical role within the Hayy Jameel Administration Department.
It involves working supporting general administration and procurement functions.

Job Responsibilities

Administration Duties

• Update and maintain legal templates issued by Art Jameel’s legal team
• Fill out expense claims, petty cash requests, and car expenses
• Manage and book the office driver and manage paperwork for car repairs
• Maintain a filing system for the operations departments accounts, legal agreements and POs
• Liaising with AJ suppliers in producing office merchandise, invoices and other documents
• Organise and book business travel and accommodation for team members and guests, including
  completion of all required forms
• Support with creating and updating departmental and office policy and procedures
• Assist the Manager in Liaising with all departments to arrange and book transport for artists and

VIP visitors

• Liaise with finance team on invoicing, MEMOs, and other supporting documentation
• Support with office supply (pantry and stationery), organisation and layout
• Schedule all Operation department meetings and AJ staff meetings, and prepare monthly report
• Support the Community Coordinator with filing, drafting and preparing letters and documents as
  requested

Procurement Duties

• Support the Procurement Coordinator on all Procurement at Hayy Jameel
• Issue POs on Dynamics and managing Click up platform for all procurement needs
• Support with all the Hayy Departments procurement and contractor payments
• Act as delegate in the absence of the Procurement Coordinator

Welcome desk duties

• When available to support the Visitor Experience team with welcome desk shifts
• Support the Retail team with Art Jameel shop shifts
• Answer telephone, take messages and/or route calls

Qualifications

• At least 1 year of previous experience in an administrative role, procurement experience is desirable
• Excellent organisational and time management skills
  BSc/BA in Business Administration or relevant field
• Strong ability in using MS Office (MS Excel and MS Powerpoint, in particular
• Strong communication and interpersonal skills
• Ability to handle data with confidentiality
• This is a full-time position based in Jeddah, KSA
• Occasional weekend and evening work according to events and programmes is required

Benefits include

• Full health & dental insurance
• 25 days annual leave