Administration Officer

CBM (registered as CBM Christoffel-Blindenmission Christian Blind Mission e.V.) is an international development organization committed to improving the quality of life of persons with disabilities in the persons communities of the world. Based on our Christian values and more than 100 years of professional expertise, we address poverty as a cause and a consequence of disability. We work in partnership to create an inclusive society for all.
This position is only filled locally. With contractual conditions of the respective country. An expatriation is not intended.

Main Tasks

Office Administration & Operations

• Manage professional office administration and ensure efficient operations in line with CBM standards.
• Document and maintain up-to-date administrative processes and procedures, leading regular reviews for clarity, effectiveness, and efficiency.
• Ensure CBM complies with in-country requirements (e.g., Certificate of Registration) in liaison with Finance Operations Division (FaOD) and Human Resources.
• Line-manage the administrative team.
• Support the Admin Assistant with logistics, including travel bookings, visitor schedules, and maintaining a regular travel and visitors' plan.
• Prepare invitation letters for visitors.
• Manage the use and fuel consumption of CBM vehicles.
• Provide operational support to the Country Director, including scheduling meetings, minute-taking, and report preparation.
• Oversee office and property/facility management, including cleanliness, maintenance, repairs, and follow-up on Accessibility and Inclusion audits.
• Maintain and update the prequalified supplier and service provider list.
• Ensure all CBM assets, equipment, and vehicles have adequate and timely insurance coverage.
• Coordinate internal and external meetings and conferences, including venue bookings, travel arrangements, catering, and preparation of meeting spaces.
• Manage record keeping, filing, and archiving of administrative and contractual documents.
• Organize OSH meetings and prepare minutes.
• Ensure asset management processes are followed, including maintaining the asset register, conducting semi annual verifications, and updating records.
• Ensure all asset purchases, leases, and disposals follow procurement guidelines and required approval processes.

Procurement

• Develop an annual procurement master plan for the Regional and Country Offices.
• Prepare bid proposals, RFPs, and tender documents for approval and coordinate the receipt of supplier quotations.
• Analyze quotations and prepare bid analysis in line with CBM procurement guidelines.
• Serve on procurement and tender committees, including preparing minutes and reports of committee decisions.
• Maintain the supplier database and build strong relationships with local suppliers.
• Manage communication with vendors and staff to ensure smooth procurement processes.
• Ensure procured goods and services meet quality, specifications, and quantity requirements and complete all related documentation within agreed timelines.

• Bachelor’s degree in a business-related field, preferably with a specialization in Procurement.
• Minimum of 4 years’ experience in a similar role, preferably within an international development organization.
• Strong organizational and time-management skills with the ability to prioritize and meet deadlines.
• Demonstrated integrity, professionalism, and ability to handle sensitive information confidentially.
• Ability to work independently in a fast-paced environment and to proactively identify and address potential issues.
• Commitment to CBM’s values and adherence to the Child Safeguarding Policy.

• A meaningful position with a lot of creative freedom in the world's leading organization in the field of Disability Inclusive Development
• A competitive salary and comprehensive benefits package
• An approachable, agile organization with self-reliant people in a diverse and collegial team and great team spirit

We would like to further promote diversity in our teams and therefore welcome applications from people of different ethnic and social backgrounds, religions and world views, different ages and genders, and especially from people with disabilities.