Job description
The job
Reports to: Chief Finance Officer
Work location: Amman (Jordan), Bogota (Colombia) or Nairobi (Kenya)
Duration: until 31 Dec 2026, renewable
Are you the kind of person who loves organised systems, smooth processes, and well‑run offices? Do you thrive in fast‑paced environments where your work keeps everything (and everyone!) running at their best?
As the Administration Coordinator, you will play a central role in designing and keeping ACAPS’ admin operations running smoothly across our offices. You will lead and strengthen administrative and procurement processes, ensuring that everything we do is logical, efficient, and well‑organised.
This is a hands-on coordination role for someone who enjoys improving systems, ensuring quality, and supporting staff so they can focus on delivering ACAPS’ mission. You will serve as a key focal point for office management and will supervise administrative staff.
Responsibility areas
• Procurement and contracting. You lead and oversee the full procurement cycle for goods and services. You make sure that the process is easy to follow but compliant at the same time. You guide and train our people in how to use our systems. You ensure that we have legally sound contracts in place. You and your team are the focal point for external suppliers and service providers.
• Admin team coordination. You make sure the admin team runs smoothly. You lead one Admin officer and ensure your team has the capacity and skills they need.
• Office and remote working. We have people in 14 countries and in places where we have hubs, we also have offices. Together with your team and local contact persons, you are responsible for making sure these run smoothly. Across the world, you ensure that each employee has the assets they need to deliver their best work and you maintain the inventories.
• Travel. You and your team make sure that when our people travel, they have a smooth experience when booking flights and hotels, but that we follow security and procurement procedures at the same time.
Your profile
You are curious: you want to understand how things work and how they can work better. You are adaptable: you stay calm when priorities shift and find creative solutions when the unexpected happens. You are a natural problem‑solver and you take pride in staying organised, thorough, and reliable.
• You have at least 5 years of experience in office administration, preferably including roles with responsibility for multiple functional areas (e.g., administration, procurement, HR, facilities).
• Previous experience in a globally distributed organisation is a big plus
• At least vocational training or certification in administration, procurement, business management, or another relevant field.
• Demonstrated ability to manage multiple priorities in a fast-paced work environment.
• Experience working with procurement processes and donor driven compliance frameworks. It’s a plus if you’ve worked with ECHO and/or FCDO.
• You are great with standard ICT office tools (Excel, Word)
• Excellent organisational skills and high attention to detail, with the ability to meet tight deadlines.
• Experience in office or facilities management is a strong asset.
• Fluency in English is required.
Why us?
You will be part of an organisation with a strong global outlook where administration plays a key role. We recently became independent and there is a lot of room for builders and organisers to contribute. We offer a competitive rewards package. With flexible working arrangements and a culture built on trust and professionalism, we create an environment where high performance and personal wellbeing go hand in hand.
How to apply
Interested candidates should submit their application via the appropriate channel. Applications will be reviewed on a rolling basis, early applications are strongly encouraged.